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HomeMy WebLinkAbout1986-03-18 Minutes84 MINUTES OF A MEETING OF THE FAYETTEVILLE BOARD OF DIRECTORS 84.1 A regular meeting of the Fayetteville Board of Directors was held on Tuesday, March 18, 1986 in the Directors' Room of City Hall, 113 West Mountain Street, Fayetteville, Arkansas. PRESENT: Assistant Mayor Johnson; Directors Bumpass, Hess and Orton; Acting City Manager Murphy, Department Directors Burch, Coates and Linebaugh, City Attorney McCord, City Clerk Kennedy, members of the press and audience ABSENT: Mayor Noland; Directors Lancaster and Martin CALL TO ORDER 84.2 In the absence of the Mayor, Assistant Mayor Marilyn Johnson called the meeting to order and asked for a moment of respectful silence. Four Directors were present. ACT 9 BONDS ii 84.3 A resolution was introduced authorizing a Memorandum of Intent with Elkhart Products Corporation for the issuance of up to $4,000,000 in Act 9 Industrial Development Revenue Bonds for financing the costs of acquiring, constructing, renovating and equipping industrial facilities. 84.4 Dale Christy, Fayetteville Chamber of Commerce President, spoke on behalf of the request. Christy stated that, if it were to be determined that an election is necessary for the passage of this issue, both this issue and the Superior Industries issue could be included in one election. 84.5 Christy explained Elkhart Products presently manufactures copper and brass fittings and would expand their present facilities located on Highway 71 South to include a casting operation. Christy noted that approximately 25 additional jobs were estimated to result from the expansion. 84.6 In answer to a question from Director Orton, Plant Manager Mike Crider stated the plant produces one waste product from their degreasing operation, which is sent to a city in eastern Arkansas to be reclaimed. Crider stated that although their product has been associated with the problem of heavy metals in the water, they have reduced their water from 60,000 gallons per day to about 3500 per day. Crider commented that the, company's new process will not, to his •knowledge, add any PI March 18, 1986 additional hazards to the environment, nor will it increase the heavy metals problem. In answer to a question from Director Bumpass, Crider stated there is a sewer monitoring station at the facility. Director Bumpass, seconded by Hess, made a motion to approve a resolution authorizing a Memorandum of Intent for the issuance of up to $4,000,000 in Act 9 Bonds for Elkhart Products Corporation. Upon roll call, the motion passed, 4-0. RESOLUTION NO. 35-86 APPEARS ON PAGE / OF ORDINANCE & RESOLUTION BOOK XX'/II STREET COMMITTEE REPORT Appleby Road Director Orton presented a report from the Board's Street Committee meeting of March 11. Orton reported the committee considered three alternative proposals for improvements to Appleby Road, east of the new bridge. Orton reported the committee recommended an alternative which would include a solution to both the width problem and the site distance problem, and will provide drainage and paving, for 570 feet east of the bridge. Orton noted the remainder of the road would still have a gravel surface. Orton said that, since the project was not included in this year's budget, funds for it would be taken from savings on the North Street project. Director Orton, seconded by Hess, made a motion to authorize the adver- tisement for bids on the Appleby Road project. 8 t) 85.1 85.2 85.3 85.4 85.5 Director Bumpass commented that the City had dipped into its reserve 85.6 funds this year and may be faced with having to do so again next year. Bumpass said he felt the City should "have to draw the line somewhere". Bumpass said that information he received from the Fayetteville Police Department shows there were 3,000 accidents in Fayetteville in 1985, with only three of them on Appleby Road. Bumpass stated he had provided the Board with a list of areas where there have been a substantial number of accidents. Bumpass stated he thought, as a policy, this information on the safety factor should be integrated into the traffic signal budget and into street improvement considerations. Bumpass stated he did not feel the City should put $70,000 into improvements for a gravel road, but that he would vote to advertise for bids. Orton stated this project was on the list of those which were considered for safety reasons, and the reason for its consideration now is that, since the school redistricting, it is anticipated there will be an 85.7 March 18, 1986 86.1 increase in traffic. Director Johnson stated she thought the reason the Police Department's report shows so few accidents on Appleby Road is because the road may have been closed for about half of 1985 due to the construction of the bridge. 86.2 Acting City Manager Murphy stated he thought it a good idea to incorporate the safety information into decision—making for street maintenance, and that the staff will move quickly on that for the 1987 budget. 86.3 Upon roll call, the motion passed, 4-0. Highway 265 Extension to Downtown 86.4 Director Orton announced that a public hearing regarding a proposed route to extend Highway 265 to the downtown area is scheduled to be held on April 7. The City Attorney added that this hearing would be advertised. Director Bumpass asked that the Acting City Manager review the accident reports and be prepared to make a brief statement at the hearing regarding the current situation. Director Orton pointed out that the report on the proposed routes prepared by an engineering firm was only a suggestion, and she expressed hopes that citizens would bring their own ideas to the public hearing. Director Johnson noted that this issue was first brought up because of the difficulty fire trucks have in getting access to that area of town. Director Orton added that at one time an extension of Rockwood Trail was on the Master Street Plan but was removed because of the steep terrain of the route. Township Road Litigation , 86.5 City Attorney McCord reported that in all probability the Township Road extension will not be built this year because of litigation. McCord said the case (involving whether the Board had a reasonable basis to award the construction contract to a concrete bidder rather than an asphalt bidder, in view of the approximately $2,000 differential, in cost) is set for trial on May 28 and 29. BLACK & VEATCH 86.6 The Board considered passage of a resolution authorizing the Mayor and City Clerk to execute a contract with Black and Veatch to perform an Operations Report on the City's water and sewer systems 86.7 Administrative Services Director Linebaugh explained that the ordinance which authorized the Water and Sewer Refunding Bonds requires a report be prepared of the water and sewer systems' assets, to be sure the City is complying with the ordinance. Linebaugh stated an initial March 18, 1986 report must be done by October 15, and that a report must be prepared every three years thereafter. Linebaugh explained the report would be directed to the bondholders and its advantages will be lower bond costs to the City, an update to the City's sewer study, and a review of the operational side of the water and sewer system. Linebaugh explained the staff recommends Black and Veatch because they currently are performing a water rate study for the City, and did the City's last sewer rate study. In answer to a question from Director Orton, Joe Brown of Black and Veatch stated that, after the initial report is prepared, the ensuing reports would be less expensive. Brown pointed out that the actual requirement is that a report be, performed "not more than every three years". In answer to a question from Director Hess, Linebaugh explained that an offsetting budget adjustment would cover the cost of the report. Director Bumpass, seconded by Orton, made a motion to approve a resolution authorizing the Mayor and City Clerk to execute a contract with Black and Veatch to perform an operations report on the City's water and sewer systems for a fee not to exceed $16,500; and to approve a budget adjustment necessary to cover the cost. Upon roll call, the motion passed, 4-0. RESOLUTION NO. 36-86 APPEARS ON PAGE /3 OF ORDINANCE & RESOLUTION BOOK Xxvi1 LANDFILL CONTRACT A resolution was introduced authorizing an extension of the City's sanitary landfill contract with Sunray of Springdale, Inc. Johnson explained the present contract is due to expire on April 15, 1986 and the staff recommends it be extended for a period of 60 days to allow time for bids to be taken on a new contract. Director Bumpass asked if Sunray was currently in compliance with all State and County health regulations. Public Works Director Deryl Burch explained that the extension would allow time for the City to qualify the requirements for those who wish to submit bids. Director Bumpass, seconded by Hess, made a motion to approve a resolution authorizing the extension of the City's sanitary landfill contract with Sunray of Springdale for 60 days past the expiration date of April 15, 1986. 8 87.1 87.2 87.3 87.4 87.5 87.6 87.7 Director Johnson asked that the Board receive a list of violations 87.8 in the past year for all firms which submit bids. 88 • • March 18, 1986 88.1 Upon roll call, the motion passed, 4-0. RESOLUTION NO. 37-86 APPEARS ON PAGE /7 OF ORDINANCE & RESOLUTION BOOK XXV'J� AIRPORT IMPROVEMENTS 88.2 The Board considered authorization to award a contract to the low bidder for airport improvements, consisting of installation of a fence; and authorization of a change order for a service drive extension on the east side of Drake Field. 88.3 Johnson explained the State Aeronautics Commission has funded both projects, with bids scheduled to be opened on March 24. Murphy explained that, although the City will pay only 50% for the project, the entire amount has been budgeted. 88.4 In answer to a question from Director Hess, Johnson explained that bids would have to be under -budget or they would all be rejected. 88.5 Director Bumpass, seconded by Orton, made a motion to award a contract to the low bidder for airport improvements as requested; and authorization of a change order for a service drive extension; both to be funded in conjunction with the State Aeronautics Commission. Upon roll call, the motion passed, 4-O. RESOLUTION NO. 38-86 APPEARS ON PAGE a 0 OF ORDINANCE & RESOLUTION BOOK ;Win JJ RESOLUTION NO. 39-86 APPEARS ON PAGE cf / OF ORDINANCE & RESOLUTION BOOK ?(XV J l FIRE CONTRACTS 88.6 A resolution was introduced authorizing approval of revised rates for outside -city standby fire protection. Johnson stated last year's fees for individual fire contracts were $270 while those for a neighborhood contract were $135 per household per year; with proposed 1986 rates being $282 for individual fire contracts and $141 per household for a neighborhood contract. 88.7 Scott Linebaugh explained the same formula to calculate the rates has been used for the past several years, including a $5.00 per year administrative surcharge. Linebaugh noted that 116 households have such contracts with the City, as well as the City of Greenland, the City of Farmington and the University Farm, bringing in revenues of approximately $68,000. March 18, 1986 • Director Bumpass, seconded by Orton, made a motion to approve the new rates for 1986 as proposed by the Administrative Services Director. Upon roll call, the motion passed, 4-0. BID AWARD/PASTURE LEASE The Board considered the award of Bid #671 and a resolution authorizing the Mayor and City Clerk to enter into a one-year pasture lease for the use of Pollution Control Plant property for pasture for livestock and removal of hay. Johnson stated competitive bids were taken and the staff recommends award of bid to David Clark. Director Bumpass, seconded by Orton, made a motion to award the bid and approve a resolution authorizing the Mayor and City Clerk to enter into a one-year pasture lease for the use of Pollution Control Plant property, to David Clark. Upon roll call, the motion passed, 4-0. RESOLUTION NO. 40-86 APPEARS ON PAGE 023 OF ORDINANCE & RESOLUTION BOON ;00/ / f BID AWARD/VEHICLES The Board considered award of Bid #675 and authorization to purchase three police pursuit vehicles and one intermediate vehicle for the Public Safety Director. • Director Orton requested the three police pursuit vehicles be considered separately from the intermediate vehicle for the Public Safety Director. Director Hess, seconded by Bumpass, made a motion to award the police pursuit vehicles to Nelms Chevrolet which bid $12,149. Upon roll call, the motion passed, 4-0. 89.1 89.2 89.3 89.4 89.5 89.6 Johnson introduced consideration of the award of bid for the intermediate 89.7 vehicle for $9,631.06. Director Orton stated she would not vote for this purchase and feels the City should not provide personal cars for employees. Orton asked • that a policy that no city employees be furnished personal vehicles be discussed on the next agenda. Orton stated if there are some exceptions to be made she would like documentation to justify the exceptions. Director Johnson asked that the Board receive a copy of a memo which was sent out in regard to this item. Director Bumpass expressed agreement with Orton, commenting that he thought the policy was part of the reorganization, to reduce the fleet in numbers, reduce it in utilization for personal use, and to increase the longevity of the fleet through 89.8 90 March 18, 1986 90.1 a maintenance program. Murphy said that the staff would discuss with the Board the policy and the results achieved thus far. Director Johnson asked for information regarding the total number of City vehicles and their functions. 90.2 Director Bumpass, seconded by Orton, made a motion to table this item until the next meeting. Upon roll call, the motion passed, 4-0. BID AWARD/CONCRETE CONTRACT 90.3 The Board considered the award of Bid /1677 for a one-year concrete construction contract. Johnson reported Gintonio Construction was the low bidder, bidding $61,943.15. 90.4 Director Bumpass, seconded bid for a one-year concrete Gintonio Construction. Upon RESOLUTION NO. 41-86 APPEARS BOOK XXVII by Johnson, made a motion to award the construction contract to the low bidder, ll roll ca, the motion passed, 4-0. ON PAGE aC OF ORDINANCE & RESOLUTION EQUIPMENT RENTAL 90.5 A resolution was introduced authorizing the Mayor and City Clerk to execute equipment rental agreements with Williams Ford Tractor and Equipment Company, for mowing equipment for the Public Works Maintenance Pool. Johnson explained the agreements would be for three-year terms,. at a cost of $9,200 per year for Parks maintenance, and $5,250 per year for the Airport. 90.6 Director Bumpass asked the Purchasing Officer why the City chooses to rent rather than purchase the equipment. Mackey replied that it was a cash flow matter, and stated the city had been choosing to rent equipment for the past 12 years, because it keeps the equipment on line and reduces down time. Murphy added that by the time the usable life of the equipment is up, it's more trouble to dispose of it than it is worth. 90.7 Director Bumpass, seconded by Orton, made a motion to approve the resolution authorizing the Mayor and City Clerk to execute an equipment rental agreement with Williams Ford Tractor and Equipment Company, for mowing equipment for the Public Works Maintenance Pool, at a cost of $9200 per year for Parks maintenance and $5,250 per year for Airport maintenance. Upon roll call, the motion passed, 4-0. March 18, 1986 RESOLUTION NO. 42-86 APPEARS ON PAGE 7/ OF ORDINANCE & RESOLUTION BOOK XXd ff FINANCE COMMITTEE REPORT Director Hess presented a report from the Board's Finance Committee meeting of March 14, 1986. Hess reported the committee met to discuss budget adjustments from 1985, as presented by Administrative Services Director Scott Linebaugh. Hess said that, after discussion, the committee agreed to recommend approval of all the budget adjustments, with all of them having had offsetting adjustments from the General Fund, with the exceptions indicated on a memorandum distributed by Linebaugh prior to the Board meeting. 91.1 Director Hess made a motion to recommend approval of 1985 budget adjust- 91.2 ments. Scott Linebaugh provided some clarification regarding those budget adjustments from the General Fund which did not have offsetting adjustments within the same department, and which were detailed in a memo to the Board dated March 18, 1986. Linebaugh noted that the staff's policy has changed to one which severely restricts internal adjustments within the funds. 91.3 The motion was seconded by Director Bumpass and, upon roll call, passed, 91.4 4-0. RESOLUTION NO. 43-86 'APPEARS ON PAGE 3/ OF ORDINANCE & RESOLUTION BOOK XXdi/ PERSONNEL COMMITTEE REPORT Director Johnson recommended the Board table consideration of approval of job description and pay grade changes included in the agenda. Johnson commented that there were some discrepancies which appear in the job descriptions, and she asked that the Board be given an opportunity to review these more closely before granting approval. 91.5 Director Johnson, seconded by Orton, made a motion to table this item. 91.6 Upon roll call, the motion passed, 4-0. 9 ) r, March 18, 1986 OTHER BUSINESS INNOVATIONS IN STATE & LOCAL GOVERNMENT AWARDS 92.1 Director Bumpass announced that an application to the 1986 Innovations in State and Local Government awards program was not included among the group that has been selected. Bumpass stated he had submitted an application for a Ford Foundation grant proposing a project for renovation of buildings on Dickson Street. Bumpass noted only five selections were made from 347 applications. JOINT ARTS CENTER COMMITTEE MEETING 92.2 Bumpass reported that at the last Joint Arts Center Committee meeting a presentation was made by a non-profit merchants association, "Pride in Dickson Street", proposing a plan for locating a performing arts theatre and complex at two or three different locations on Dickson Street. Bumpass stated this proposal was developed by a team of faculty and students from the University of Arkansas Landscape Architecture Department. Bumpass stated the proposal was developed as a "compromise location" in the area which would also potentially include the renovation of the UARK Theatre, Folks Furniture, the railroad depot, the landscaping of parking lots on the corner of West and Dickson Street, and a decked parking lot on University Avenue. Bumpass stated "Pride in Dickson Street" wishes to make the same presentation to the City Board. 92.3 Orton commented that she did not think the City Board should give the impression that it is lobbying for any one particular site when that charge has been given to the Joint Arts Center Committee. BOARD TOUR ITEMS 92.4 Director Bumpass asked that a demonstration of the new crash/fire unit at the Airport be scheduled for the next Board tour on April 1. Director Orton suggested that a tour of the Animal Shelter be scheduled in the near future. REVENUE GENERATION 92.5 Director Hess reported that at a Finance Committee meeting there was some discussion regarding various means of attempting to generate revenue, in order to achieve a balanced budget. Hess stated Linebaugh would present various alternatives to the committee and a recommendation to the Board would be forthcoming in the future. SPECIAL BOARD RETREAT 92.6 Director Johnson brought up the issue of setting a date for a special Board Retreat. Acting City Manager Murphy stated that there has been March 18, 1986 some discussion of scheduling a retreat for two consecutive days, Saturday and Sunday, and he asked that the Board consider setting a date during April. Murphy stated at this retreat there will be presentations regarding the framework for a planning process, a City Manager review and evaluation, and factors to be used in the evaluation criteria for department directors. MINUTES The minutes of the February 26 meeting were approved with the following correction: 63.4 In line 7, "he and Grimes" should be "him and Grimes" The minutes of the March 4 meeting were approved with the following correction: 70.7 "30%" should be changed to "10%" ADJOURNMENT 4 With no further business, the meeting adjourned at about 8:52 P.M. • kJ3 v t 93.1 93.2 93.3