HomeMy WebLinkAbout2008-10-07 - Agendas - Final Aldermen
Ward 1 Position 1—Adella Gray
Mayor Dan Coody Ward 1 Position 2—Brenda Thiel
Ward 2 Position 1 —Kyle B.Cook
City Attorney Kit WilliamsPVj
Ward 2 Position 2—Nancy Allen
Ward 3 Position l—Robert K.Rhoads
TCity Clerk Sondra Smith Ward 3 Position 2—Robert Ferrell
ARKANSAS Ward 4 Position 1 —Shirley Lucas
Ward 4 Position 2—Lioneld Jordan
Final Agenda
City of Fayetteville Arkansas
City Council Meeting
October 7, 2008
A meeting of the Fayetteville City Council will be held on October 7, 2008 at 6:00 PM in Room
219 of the City Administration Building located at 113 West Mountain Street, Fayetteville,
Arkansas.
Call to Order
Roll Call
Pledge of Allegiance
Mayor's Announcements, Proclamations and Recoenitions:
1. Methamphetamine Awareness Month
Presentations, Reports and Discussion Items:
1. Fayetteville Town Center Annual Report: Sandra Bennett, Facilities Manager of
Fayetteville Town Center.
REPORT HANDED OUT.
2. Off Street Parking Improvement District No. 1 Board Vacancy:
Approve the appointment of Rick Woods
(Appointed by the District and Approved by the City Council)
APPROVED.
1. Aeenda Additions:
Added to Unfinished Businesss: B.1 Hiring Freeze Appeal: One Full-time Dispatcher-Police
Department.
Added to New Business: D.13 Reconsideration of the appointment of Marvin Hilton to the
Telecommunications Board.
Added to New Business: D. 14 Reconsideration of the Millage Ordinance No. 5178
approved September 16, 2008.
A. Consent:
1. Approval of the September 16, 2008 City Council meeting minutes. APPROVED.
2. Bid # 08-58 Golden Circle Ford: A resolution awarding Bid# 08-58 and approving the
purchase of one (1) sign body truck with crane from Golden Circle Ford in the amount of
$72,660.00 for use by the Transportation/Traffic Division, such approval being
contingent upon the sign body meeting the required specifications.
PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 180-08.
3. AOT Public Safety Corporation: A resolution approving a contract with AOT Public
Safety Corporation, pursuant to RFP # 08-03, to provide false alarm reduction
administrative services to the City of Fayetteville.
PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 181-08.
4. McClelland Consulting Engineers Inc. Task Order # 15: A resolution approving Task
Order# 15 with McClelland Consulting Engineers, Inc. in the amount of$177,600.00 for
final plans & specs and bidding associated with the Runway 16 Safety Area
Improvements at Drake Field; authorizing the Airport Staff to apply for and accept a
grant from the FAA with a matching grant from the Arkansas Department of
Aeronautics; and approving a budget adjustment.
PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 182-08.
5. Hazard Mitigation Plan: A resolution adopting the Hazard Mitigation Plan for
Washington County.
PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 183-08.
6. Code Compliance Contract Services: A resolution approving a budget adjustment in
the amount of $6,000.00 to transfer funds from fund balance to Code Compliance
Contract Services Account for code violation abatement.
PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 184-08.
B. Unfinished Business:
2. Hiring Freeze: Hiring Freeze Appeals:
One Full-time Dispatcher — Police Department: A resolution to approve the hiring of
one full-time Police Dispatcher.
PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 185-08.
One Full-time Animal Services Officer — Animal Services: A resolution to approve
the hiring of one full-time Animal Services Officer and one part-time Caregiver for the
Animal Services Division.
PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 186-08.
One Part-time Caregiver—Animal Services: A resolution to approve the hiring of one
full-time Animal Services Officer and one part-time Caregiver for the Animal Services
Division.
PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 186-08.
One Full-time Recreation Superintendent — Parks and Recreation: A resolution to
approve the hiring of one full-time Recreation Superintendent for the Parks and
Recreation Division.
PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 187-08.
3. Epperly Condemnation: A resolution authorizing the City Attorney to seek
condemnation and possession of certain lands owned by Daniel and Reba Epperly. This
resolution was tabled at the September 2, 2008 City Council meeting to the October 7,
2008 City Council meeting.
PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 188-08.
4. ADM 08-3093 (Hill Place Culvert Removal): A resolution to approve a request to
modify and replant a portion of the tree preservation area associated with Hill Place PZD,
in order to remove a culvert within College Branch Creek and to install a vehicular
bridge, as described herein. This resolution was tabled at the September 16, 2008 City
Council meeting to the October 7, 2008 City Council meeting.
PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 189-08.
5. Amberwood Place Appeal: An ordinance establishing a Residential Planned Zoning
District titled R-PZD 08-2965, Amberwood Place, located south and east of Double
Springs and Dot Tipton Road; containing approximately 39.98 acres; amending the
official zoning map of the City of Fayetteville; and adopting the associated master
development plan. This ordinance was tabled at the September 2, 2008 City Council
meeting to the September 16, 2008 City Council meeting. This ordinance was tabled at
the September 16, 2008 City Council meeting to the October 7, 2008 City Council
meeting.
THIS ITEM WAS LEFT ON THE SECOND READING OF THE ORDINANCE.
C. Public Hearing:
1. Fayetteville Farmington Land Swap Public Hearing: The Farmington City Council
passed Ordinance 2008-15 on September 8, 2008, detaching approximately 8.035 acres
from Fayetteville and annexing the property into Farmington.
MAYOR COODY OPENED THE PUBLIC HEARING. THERE WAS NO
PUBLIC COMMENT TO BE HEARD. MAYOR COODY CLOSED THE PUBLIC
HEARING.
D. New Business:
1. Fayetteville Municipal Property Owners' Improvement District No. 32 — Park West
Commercial Development Infrastructure Project: An ordinance to establish and lay
off Fayetteville Municipal Property Owners' Improvement District No. 32 — Park West
Commercial Development Infrastructure Project.
PASSED AND SHALL BE RECORDED AS ORDINANCE NO. 5180.
2. Illinois River Watershed Partnership: An ordinance waiving the requirements of
§34.23, (purchases and contracts not in excess of$20,000.00), of the Fayetteville Code of
Ordinances and approving a contract with the Illinois River Watershed Partnership
(IRWP) in the amount of$10,000.00 for watershed education and planning services.
PASSED AND SHALL BE RECORDED AS ORDINANCE NO. 5181.
3. Amend Chapter 71, Traffic Rules: An ordinance to enact Article XI Operation of
Vehicles and use of city trails in Chapter 71 Traffic Rules of the Fayetteville City Code.
PASSED AND SHALL BE RECORDED AS ORDINANCE NO. 5182.
4. Amend Chapter 157, ADM 08-3021 (UDC Chapter 157 Notification): An ordinance
amending the Unified Development Code by repealing and replacing Chapter 157:
Notification, to consolidate and clarify required notification for items being considered at
certain public meetings.
PASSED AND SHALL BE RECORDED AS ORDINANCE NO. 5183.
5. Amend Chapter 158, Bonds and Guarantees: An ordinance amending Chapter 158:
Bonds and Guarantees, of the Unified Development Code, to accept a guarantee to satisfy
the maintenance requirements for public improvements.
PASSED AND SHALL BE RECORDED AS ORDINANCE NO. 5184.
6. Amend Chapter 178, ADM 08-3054 (Sidewalk Cafe and Vendor Ordinance): An
ordinance amending the Unified Development Code by repealing Chapter 178: Sidewalk
Cafes and replacing it with Chapter 178: Outdoor Vendors.
PASSED AND SHALL BE RECORDED AS ORDINANCE NO. 5185.
7. Smith Two Way Radio Appeal: An appeal of the conditions of approval for the
conditional use for Smith Communications/Township CUP 08-3050.
THE APPEAL FOR THIS ITEM WAS DENIED.
8. ANX 08-2897 Southpass Development: An ordinance annexing that property described
in annexation petition ANX 08-2897 (CC2008-38), for property located west of I-540
and Cato Springs Road, containing approximately 855.97 acres.
THIS ITEM WAS LEFT ON THE FIRST READING OF THE ORDINANCE.
9. R-PZD 08-2898 Southpass Development: An ordinance establishing a Residential
Planned Zoning district titled R-PZD 08-2898, Southpass, located south of the City of
Fayetteville at the intersection of Interstate 540 and Cato Springs Road (State Highway
265); containing approximately 910.36 acres; amending the official zoning map of the
City of Fayetteville; and adopting the Associated Master Development Plan.
THIS ITEM WAS LEFT ON THE FIRST READING OF THE ORDINANCE.
10. ADM 08-3117 (Southpass MSP Amendments): A resolution for ADM 08-3117
amending the Master Street Plan, realigning Shiloh Drive, a collector, through the
Southpass PZD site south to Cato Springs Road, and changing the designation of Cato
Springs Road from a collector to a principal arterial in the Southpass vicinity, as
described and depicted in the attached maps.
THIS ITEM WAS TABLED TO THE OCTOBER 21, 2008 CITY COUNCIL
MEETING.
11. Southpass Development Infrastructure Cost Share: A resolution expressing the
willingness of the City of Fayetteville to cost share street and sewer infrastructure costs
that would be utilized by both the Southpass Development and the future community
park.
THIS ITEM WAS TABLED TO THE OCTOBER 21, 2008 CITY COUNCIL
MEETING.
12. Fayetteville Government Channel Policy: A resolution adopting the recommendations
of the Telecommunications Board and approving changes to the City of Fayetteville
Government Channel Policy.
PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 190-08.
13. Reconsideration of the appointment of Marvin Hilton to the Telecommunications
Board.
THE APPOINTMENT OF MARVIN HILTON WAS AFFIRMED.
14. Reconsideration of the Millage Ordinance No. 5178 approved September 16, 2008.
THIS ITEM WAS TABLED TO THE OCTOBER 21, 2008 CITY COUNCIL
MEETING.
Announcements:
1. City Council Tour: October 6, 2008
Adjournment: Meeting adjourned at 11:55 p.m.
NOTICE TO MEMBERS OF THE AUDIENCE
All interested parties may appear and be heard before the City Council. If you wish to address
the City Council on an agenda item please queue behind the podium when the Chair asks for
public comment. Once the chair recognizes you, go to the podium and give your name and
address. Address your comments to the Chair, who is the presiding officer. The Chair will
direct your comments to the appropriate elected official, staff member, or others for response.
Please keep your comments brief, to the point, and relevant to the agenda item being
considered so that everyone has a chance to spear
Interpreters or TDD for hearing impaired are available for all City Council meetings, a 72
hour advance notice is required. For further information or to request an interpreter,please
call 575-8330.
As a courtesy please turn off all cell phones and pagers.
A copy of the City Council agenda is available at accessfayetteville.org or in the office of the
City Clerk, 113 West Mountain, Fayetteville,Arkansas.
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McClelland Consulting Engineers Inc.
City of Fayetteville Task Order#15
Staff Review Form Page 1 of 12
City Council Agenda Items
or
Contracts
10/7/2008
City Council Meeting Date
Ray M. Boudreaux Aviation & Economic Development General Government
Submitted By Division Department
Action Required:
Action Required: Approve Task Order#15 from McClelland Consulting Engineers, Inc. Contact: Wayne Jones, P.E.,
PO Box 1229, Fayetteville AR 72702-1229, 479-443-2377, Fax 479-443-9241, in the amount of$177,600 for final
plans & specs, bidding associated with the Runway 16 Safety Area Improvements project. Authorize Airport staff to
apply for and accept a grant from the FAA with a matching grant from the Arkansas Department of Aeronautics.
Approve a Budget Adjustment.
$ 5,600.00 $ Correct RW16 RSA
Cost of this request Budget Program Category/Project Name
5550.3960.5314.00 $ AWED Imp
Account Number Funds Used to Date Program/Project Category Name
NEW PROJECT $ Airport
Project Number Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached
�L, � �� Previous Ordinance or Resolution#
0�0,. 17
Department Direct rD—ate Original Contract Date:
c Original Contract Number:
City Attorney Date
Receivedll City CI k's Office
MRED
Finance and Internal Service Director Date
Received in Mayor's Offic p
Mayor Date
Comments: The project will be ftMded with DOT/FAA Airport Improvement Program and Arkansas Department of Aeronautics
grant funding.
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Task Order#15
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City Council Meeting of: October 7,2008
Agenda Item Number:
CITY COUNCIL AGENDA MEMO/STAFF CONTRACT REVIEW MEMO
TO: Mayor and Members of the City Council
THRU: Staff/Contract Review Committee
FROM: Ray M.Boudreaux,Director,Aviation and Economic Development
DATE: September 19, 2008
SUBJECT: Approval of Task Order#15 with McClelland Consulting Engineers for
final plans and specifications associated with the Runway 16 Runway
Safety Area(RSA)Improvement Project and application and receipt of
grant funding from the FAA and State of Arkansas (95/5).
RECOMMENDATION, Approve Task Order#15 with McClelland Consulting Engineers for
$177,600.00 for final plans and specifications,and bidding services associated with the Runway
16 RSA Improvement Project at Fayetteville Executive Airport,Drake Field. And,approve the
application and receipt of FAA and State Aeronautics Grant Funding for the project.
BACKGROUND: The Runway RSA Improvement Project is well underway. We have
completed a new Obstruction Survey of all conical surfaces and will present that information to
revise the City Ordinance protecting the approaches to the airport.The Highway 71
Realignment Survey is complete and the Environmental Study is under FAA and AHTD review
and should be complete in the very near future. The next phase to be funded by the FAA will
include$2.17 Million for earth work and property acquisition;final plans and specifications,
bidding services,and project management. In order to ready to accept the grant in full,we must
complete the final plans and specifications and have acceptable bids for the work prior to May 1,
2009. FAA has agreed to fund the initial plans and specifications and bidding services in order
for the airport to meet the FAA schedule. We may have a slight delay in receiving the invitation
to apply for finding as Congress has not yet passed a Bill nor have they passed a Continuing
Resolution. The purpose of this action is to insure that we are ready to proceed when the grant
funds become available. The Continuing Resolution is expected soon. We will not do any work
until we receive the FAA Grant.
BUDGET IMPACT: The Runway 16 RSA Improvement Project is fully funded 95%FAA and
5%Arkansas Aeronautics.
Attachments: Staff Review Form
Contract
Aviation and Economic Development Dcpathncnt
Fayetteville Municipal Airport,Drake Field
4500 South School Avenue,Suite F
Fayettev0le,Arkansas 72701
Ray M.Boudreaux,Director
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._ .- .,. .. .. ..._...-M60611a6d Consulting Engineers 16a;
Task Order#15
Page 3 of.1
RESOLUTION NO.
A RESOLUTION APPROVING TASK ORDER #15 WITH
MCCLELLAND CONSULTING ENGINEERS, INC. IN THE
AMOUNT OF $177,600.00 FOR FINAL PLANS & SPECS AND =
BIDDING ASSOCIATED WITH THE RUNWAY 16 SAFETY AREA
IMPROVEMENTS AT DRAKE FIELD; AUTHORIZING THE
AIRPORT STAFF TO APPLY FOR AND ACCEPT A GRANT
FROM THE FAA WITH A MATCHING GRANT FROM THE
ARKANSAS DEPARTMENT OF AERONAUTICS, AND
APPROVING A BUDGET ADJUSTMENT.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE,ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas,
hereby approves Task Order#15 with McClelland Consulting Engineers, Inc. in
the amount of $177,600.00 for final plans & specs, and bidding associated with
the Runway 16 Safety Area Improvements at Drake Field, said approval being
expressly contingent upon the receipt of grant funding.
Section 2. That the City Council of the City of Fayetteville, Arkansas,
hereby authorizes the Airport Staff to apply for and accept a grant from the
Federal Aviation Administration with a matching grant from the Arkansas
Department of Aeronautics to cover the cost,of said improvements.
Section 3. That the City Council of the City of Fayetteville, Arkansas,
hereby approves a budget adjustment in the amount of $177,600.00 to recognize
the grant revenue.
PASSED and APPROVED this 7th day of October,2008.
APPROVED: ATTEST:
s:
By: By:
DAN COODY,Mayor SONDRA E.SMI M City Clerk/Treasurer
..... . ..
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McClelland Consulting Engineers Inc.
18 ION. Co 12
T &1 15
McCLELLAND P.101§62
CECONSULTING Fayetteville,Arkansas 72703/72702-1229
/5-5Tore7 ENGINEERS INC. PHONE: 479-443-2377
FAX 479-443-9241
September 18, 2008
tit El C E U If F=D
SEP 18 2008
Mr. Ray Boudreaux
Airport Manager, AH PURT
Fayetteville Municipal Airport
4500 S. School Suite F
Fayetteville, AR 72701
Re: Task Order Nc* lea
Runway 16 Safety Area Improvements
Fayetteville Municipal Airport
Dear Mr. Boudreaux:
In response to your request, please find three (3) copies of Task Order N r the
Design services for the Runway 16 Safety Area Improvements ckfO
Please advise if you need further information regarding this Task Order.
Sincerely,
MTWayne
ND CONLING ENGINEERS, INC.
n P.E.
ice
0
ce Pre ' en
Enclosure: Task Order No 5 (3 copies)
WORAKE FIELD\CONTRACTS12006-20081BOUDREAUX-0918-TO 5.DOC:
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- _-".-- ------. _ �.__ �_ .. . . ..... . _.. ...._:.,. ._.. ......... .... _.-McCTeiia'nH�Consulting l=ngineerslna:::
Task Order#1 S
Page 5 of 12
TASK ORDER NO. 15
DESIGN ENGINEERING SERVICES
RUNWAY 16 SAFETY AREA& IMPROVEMENTS
STATE OF ARKANSAS
COUNTY OF WASHINGTON
This Task Order is written pursuant to the basic agreement entitled CITY OF
FAYETTEVILLE, AGREEMENT FOR ENGINEERING SERVICES, executed on June 6,
2006, as amended. The referenced basic agreement pertains to proposed
improvements to Drake Field, Fayetteville's Municipal Airport. This Task Order entered
into and executed on the date indicated below the signature block, by and between the
City of Fayetteville and McClelland Consulting Engineers (MCE)sets forth the project
description, project schedule, and engineering fees related to the Runway 16 Safety
Area Improvements, Drake Field.
SECTION I- PROJECT DESCRIPTION
The project is to consist of the Runway 16 Safety Area Improvements, including
relocation of US Hwy 71 from within the safety area, relocation of the northern portion
of Ernest Lancaster Drive from within the safety area, the removal of the existing
roadways and regrading of the Runway 16 Safety Area. The services to be performed
include: Preparation of Right of Way Plans; Geotechnical Investigation; Wetland
Permits & Relocation Plans as required; FEMA Permits and Flood Plain Revisions as
required; Preliminary Design; Preliminary Cost Estimates; Detailed Design; Bidding
Services; and review with State or Federal Agencies.
WADRAKE FIELMONTRACTS12006-2005\Task Order 5.doe 1
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SECTION II - PROJECT SCHEDULE
From the time the City of Fayetteville issues the Notice To Proceed (NTP), McClelland
Consulting Engineers, Inc. will endeavor to execute the project within the following time
periods:
Task Completion After NTP
A. Geotechnical Investigation: 70 calendar days
B. Wetland Permits & Plans: 100 calendar days
C. FEMA Permits & Flood Plain Plans: 110 calendar days
D. Preliminary Design & Cost Estimates: 110 calendar days
E. Right-of-Way Plans 150 calendar days
F. Final Design & Cost Estimates: 190 calendar days
G. Advertise for Bids: 220 calendar days
SECTION 111 - SCOPE OF SERVICES
McClelland Consulting Engineers, Inc. shall, generally, provide those services listed in
the basic agreement which are applicable to this specific Task Order. Specifically, the
project is likely to include:
A. Right of Way Plans.
B. Geotechnical Investigation.
C. Prepare Wetland relocation plans, as required, and Permits.
D. Prepare revised flood plain, floodway and channel relocation plans and
submit plans and permits to FEMA and Corps of Engineers.
E. Performing preliminary engineering design services for the Runway 16
Safety Area Improvements, formulating preliminary construction cost
estimates, and meeting with the City to discuss the project.
F. Performing the detailed design of the Runway 16 Safety Area Improvements,
formulating final preliminary construction cost estimates, and meeting with the
WADRAKE FIELMONTRACTSN2006-20081Task Order 5.doc 2
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City to discuss the project.
G. Assist the City of Fayetteville advertising for competitive bids and
recommending the award of a construction contract.
SECTION IV - FEES AND PAYMENTS
The following fees are to be paid to McClelland Consulting Engineers, Inc. as
compensation for his services:
A. Geotechnical Investigation: Estimated to be $ 7,500.
B. Wetland Permit and Relocation Plans: Estimated to be $ 11,800.
C. FEMA Permits & Flood Plain Plans Estimated to be $ 18.500.
D. Preliminary Engineering Design &Cost Estimates: a lump sum of $ 68.500.
E. Right of Way Plans: Estimated to be $ 6,850.
F. Detailed Plans & Specs: a lump sum of $ 56,500.
G. Bidding Service: Estimated to be $ 5.800.
H. Reimbursement Expenses: Estimated to be $ 2,150.
Total Not to Exceed $177.600.
Appendix A presents the basis of payments to the ENGINEER. Appendix B presents
hourly rates for personnel anticipated to be assigned to this project by McClelland
Consulting Engineers, Inc.
W:IDRAKE FIELMCONTRACTS12006-2008\Task Order 5.doc 3
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SECTON V - BASIC AGREEMENT IN EFFECT:
Except as amended specifically herein, the basic AGREEMENT FOR ENGINEERING
SERVICES shall remain in full force as originally approved and executed.
IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be duly
executed as of the date and year first herein written.
FOR THE CITY OF FAYETTEVILLE:
By: Attest:
Mayor
Date:
FOR McCLELLAND CONSULTING ENGINEERS, INC.:
By: tiau�ir r.-•�' Attest:
—
PresidentA) Vij� Pr ident
Date: 9-/a` uG
WADRAKE FIELD\CONTRACTS\2006-2008\Task Order 5.doc 4
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APPENDIX B
Hourly Rates for Personnel
Drake Field, Fayetteville Municipal Airport
CATEGORY BILLABLE HOURLY
RATE RANGE
Principal Engineer $ 155.00
Sr. Project Manager $ 143.00
Project Manager $ 132.00
Project Engineer II $ 105.00
Project Engineer I Design Engineer $ 84.00
Landscape Architect $ 109.00
Engineering Technician III $ 84.00
Engineering Technician II $ 65.00
Engineering Technician 1 $ 53.00
Construction Observer III $ 80.00
Construction Observer II $ 61.00
Construction Observer 1 $ 44.00
Chief Draftsman $ 70.00
Draftsman II $ 55.00
Draftsman I $ 50.00
Computer Technician $ 75.00
Survey Technician $ 77.00
Registered Land Surveyor $ 94.00
2-Man or Robotic Survey $ 143.00
Party Chief $ 66.00
Soils Lab Supervisor $ 60.00
Soils Lab Technician II $ 45.00
Soils Lab Technician 1 $ 40.00
Clerk/Typist $ 48.00
Mileage $ 0.50
* Subject to Annual Adjustment Mid-Year.
WADRAKE FIELD\CONTRACTS\2006-2008\APPENDIX B TO 5.DOC
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City of Fayetteville,Arkansas A.4
Budget Adjustment Form McClelland Consulting Engineers Inc.
g J Task Order#15
rlum 2
Budget Year Department: General Government Date RequestedAdjustment Number
2008 Division: Aviation& Economic Development 10/7/2008
Program: Airport Capital Expenditures I i
Project or Item Added/Increased: Project or Item Deleted/Reduced:
$177,600 in the Professional Services account Increase Use of Fund Balance revenue account$177,600
Justification of this Increase: Justification of this Decrease:
Will provide for final plans & specifications, bidding Use of the airport's fund balance will be offset by future
services, and grant coordination with the FAA for a grant revenues from the DOT/FAA and Arkansas
project to correct the Runway 16 Safety Area deficiency. Department of Aeronautics. The project is 100%
reimbursable under current grant programs.
Increase Expense Budget(Decrease Revenue Budget)
Account Name Account Number Amount Project Number
Professional services 5550 3960 5314 00 177,600 07039 2
Decrease Expense Budget(Increase Revenue Budget)
_
Account Name Account Number Amount Project Number
Q�P tl?:e eFfa� 5550 0955 399 177,600 07039 2
Approval Signatures Budget Office Use Only
Lo"�
Type: A B C D E
ReDate ate Posted to General Ledger
! Initial Date —
Department Director / a e Posted to Project Accounting
n n n +13�g InitialDate
Finance&Intem94 Services Director D Entered in Category Log
Initial Date
May6r" Dat
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City of Fayetteville Staff Review Form Code Compliance Contract Services
Page 1 of 4
City Council Agenda Items
1 and
Contracts, Leases or Agreements
10/7/2008
City Council Meeting Date
Agenda Items Only
Submitted By Division Department
Action Required:
A Resolution approving a budget adjustment in the amount of$6,000 to be funded from Fund Balance for an
increase in the contract services account for the Code Compliance Program. The amount expensed will be billed to
the property owners.
$ 25,000.00
Cost of this request Category/Project Budget Program Category/Project Name
1010.6420.5315.00 $ 24,466.66 Code Compliance
Account Number Funds Used to Date Program/Project Category Name
$ 533.34
Project Number Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached �x
—Date
D6 Previous Ordinance or Resolution#
Department Director ate
Original Contract Date:
Original Contract Number:
City Attornet Date Q
Received in City
ej_25-df' Clerk's Office G.dr I
Finance and Internal Service Director Date
Received in E ER
Mayor's Office
Mayor a
Comments:Staff recommends approval of the budget adjustment.
Revised April 16,2007
A.6
Code Compliance Contract Services
Page 2 of 4
CITY COUNCIL AGENDA MEMO
To: Mayor and City Council
Thru: Gary Dumas,Director of Operations
From: Yolanda Fields, Community Resources Dir c
Date: September 25, 2008
Subject: Budget Adjustment—Code Compliance Program(Contract Services Acct.)
BACKGROUND
The Code Compliance Program(CCP) sends out notifications to property owners with
violations of City codes 95.01 and 173.08. If a property owner does not comply within
the compliance correction period, CCP conducts abatement of the violation and bills the
property owner. Methods of abatement include: mowing overgrown yards and lots,
picking up junk and debris,boarding up unsecured structures. Many factors have
contributed to the accelerated use of funds, including: increase in city limit boundaries
due to recent annexations, longer growing season due to heavy rainfall,high rate of
abandoned homes due to increased home foreclosures. As of September 18th, contract
services account is at a zero balance,therefore abatement procedures have stopped.
DISCUSSION
Currently we have 56 properties that are pending abatement procedures. The CCP
abatement process recognized revenue in the amount$17,166.00 from property
abatement billing. A budget adjustment is needed to increase the contract services
account. Funding for this adjustment is not possible from within the program or the
current city budget, it must come from fund balance.
RECOMMENDATION
Staff recommends approval of a budget adjustment in the amount of$6,000.00.
BUDGETIMPACT
Approval of the budget adjustment would move$6,000.00 from the Fund Balance
(1010.0001.4999.99)to the Code Compliance Program contract services account
(1010.6420.5315.00).
A.6
Code Compliance Contract services
Page 3 of 4
RESOLUTION NO.
A RESOLUTION APPROVING A BUDGET ADJUSTMENT IN
THE AMOUNT OF $6,000.00 TO TRANSFER FUNDS FROM
FUND BALANCE TO CODE COMPLIANCE CONTRACT
SERVICES ACCOUNT FOR CODE VIOLATION ABATEMENT.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE,ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas
hereby approves a budget adjustment in the amount of $6,000.00 to transfer
funds from Fund Balance to the Code Compliance Contract Services Account for
code violation abatement.
PASSED and APPROVED this 7th day of October, 2008.
•APPROVED: ATTEST:
By: By:
DAN COODY,Mayor SONDRA E.SMrM,City Clerk/Treasurer
City of Fayetteville,Arkansas n 6
Budget Adjustment Form .Code Compliance ContraPge 4ces
4'
Page of 4 "
9 t
Budget Year Department: Operations Date Requested Adjustment Number
Division: Community Resources
2008 9/24/2008
Program: Code Compliance
Project or Item Added/Increased: Project or Item Deleted/Reduced:
$6,000 Contract Services in the Code Compliance $6,000 from the General Fund Use of Fund Balance F
Program
Justification of this Increase: Justifi66n of this Decrease:
The Code Compliance Program has used all of its. There.is.sufficient Fund Balance that can be used for this
allocated funds in contract services to clean up account. «;
properties in the city which have not been kEll
k,
F
)y
i
M�
}
Increase Expense Budget(Decrease Revenue Budget)
Account Name AccountNumber Amount Project Number
Contract services 1010 6420 5315 00 6,000
Decrease Expense Increase Revenue Budget)
P g ( g ) t*,
Account Name Account Number Amount Project Number T'
Use of fund balance 1010 0001 4999 99 6,000
dR,
Approval Signatures Budget Office Use Onlyt
Type:-- A B C D ) E w
equeste ate � 0
Bget Mana er Date Posted to General Ledger a
Initial Date
Department DiActor Date Posted to Project Accounting x
Initial Date ;r:
Finance&Internal Services Director Date Entered in Category Log
Initial Date
Mayor Date
v
q B. 1
Hiring Freeze
Page 1 of 2
FAYETrEVILLE MEMORANDUM
Date: September 29,2008
To: Mayor Dan Coody and City Council
Thru: Gary Dumas,Director of 09
From: Connie Edmonston,Parks &Recreation Director`
Subject: Replacement of Recreation Superintendent
Recommendation: City Council approves the hiring of the Recreation Superintendent for the Parks
and Recreation Division.
Background: On September 29, 2008,Recreation Superintendent David Wright submitted his
resignation effective October 10,2008.
Discussion: The Recreation Superintendent administers, supervises,promotes and evaluates all the
recreation programs and special events in the City of Fayetteville. This includes,but is not limited to
the Yvonne Richardson Community Center, Youth Recreational Soccer, Youth and Adult
Recreational Softball, Youth Summer Camps and Adult Flag Football. This person is responsible
for overseeing the revenue for each of these programs. The Recreation Superintendent handles all
the marketing and website management for the Parks and Recreation Division.Finally,this person
serves as the liason with special interested recreation organizations such as Fayetteville Youth
Baseball,Fayetteville Boys and Girls Club,Northwest Arkansas Economic Development District
(Senior Center and Hillcrest Towers),Ultimate Frisbee and Adult Rugby.
Budget Impact: This position salary is funded by the 20%in the General Fund,Recreation/
Administration Program and 80%in the Parks Development Fund.In 2008,there is a total of
$76,388 budgeted for this position. $15,277 is from the General Fund/Recreation Administration
Program. $61,111 is from the Parks Development Fund. This figure includes salary,taxes and
benefits.
i
City of Fayetteville
PARKS AND RECREATION DIVISION
113 W.Mountain Street
Fayetteville,Arkansas 72701
Telephone: 479444-3471 Fax: 479-521-7714
E-mail:cedmonston@ci.fayetteville.ar.us
B. 1
Hiring Freeze
Page 2 of 2
Ia� B.3
•'JLJ� � ADM 08-3093(Hill Place Culvert Removal)
Page 1 of 8
TayeM
THE CITY OF FAYETTEVILLE, ARKANSAS
125 W. Mountain St.
Fayetteville,AR 72701
PLANNING DIVISION CORRESPONDENCE Telephone:(479)575-8267
To: City Council, Mayor Dan Coody
From: Jeremy Pate,Director of Current Planning
Date: 29 September 2008
Subject: ADM 08-3093 Hill Place Culvert Removal and Bridge Installation
The applicant for this item has withdrawn the request to remove and mitigate for tree canopy within the Hill
Place tree preservation area associated with the proposed removal of the existing 10-foot diameter steel pipe
culvert within College Branch Creek.The culvert will remain in place,unless the City chooses to remove it at a
later date, at which time Place Properties will fully cooperate. A letter is attached.
The request to remove and mitigate for tree canopy for installation of the vehicular bridge, replacing the
pedestrian bridge across the creek,is still applicable and relevant to the conditions ofapproval placed upon the
project by the City Council.As discussed when the PZD was approved,the applicants are required to install a
new bridge across the creek linking the project. Associated with this removal is a minimum amount of tree
canopy disturbance (2100 square feet) within the'tree preservation area, necessary for the construction and
installation of the bridge.All canopy within this area will be mitigated,and is subject to approval by the Urban
Forester.
Staff recommends the Council amend the Resolution to reflect the attached language.
K:Ueremy12008 Correspondence0oard MemosL4DM08-3093 Hill Place Culvert Removal.doc
B.3
ADM 08-3093(Hill Place Culvert Removal)
Page 2 of 8
RESOLUTION NO.
A RESOLUTION TO APPROVE A REQUEST TO MODIFY AND
REPLANT A PORTION OF THE TREE PRESERVATION AREA
ASSOCIATED WITH HILL PLACE PZD, IN ORDER TO INSTALL
A VEHICULAR BRIDGE ACROSS COLLEGE BRANCH CREEK.
WHEREAS, as required with the approved Hill Place Planned Zoning District, a
vehicular bridge is to be constructed across the creek and established tree preservation area; and
WHEREAS, to accomplish the bridge installation, a portion of the tree preservation area
will be impacted and subsequently the riparian corridor replanted;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF FAYETTEVILLE,ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas, pursuant to UDC
Chapter 167 (L)(2), hereby approves a resolution to permit the described construction within the
tree preservation area associated with the bridge installation,with the following conditions:
1) All construction activities, including installation of erosion control and tree protection
fencing, shall be permitted and inspected by both the City Engineering office and the
Urban Forester prior to commencement.
2) On-site mitigation will be required to replace the 2,100 square feet of canopy lost.
Mitigation will require ten (10) 2-inch caliper large species trees to be located in the
reclamation area.
3) All mitigation trees shall be native and represent species currently established and
appropriate within the creek riparian area. The exact species will be determined at the
time of planting and approved by the Urban Forester.
4) Planting shall occur with the completion bridge installation, to assist in erosion
control and re-establishing the creek bank.
5) All mitigation trees shall be guaranteed by bond, letter of credit or cash deposit with
the City for three years. The bond shall cover plant material, installation and three
years of maintenance.
PASSED and APPROVED this day of 12008.
APPROVED:
B.3
ADM 08-3093(Hill Place Culvert Removal)
Page 3 of 8
CENTRE FOR DESIGN
LANDSCAPE IRCNITECTDRE k PLANNING I CIVIL ENGINEERING
September 19,2008
City of Fayetteville
113 W.Mountain
Fayetteville,AR 72701
Attention: Jeremy Pate
RE: Hill Place Culvert Removal
Dear Mr.Pate.
Following the tabling of our request to remove the 10' steel pipe culvert from College Branch Creek on the Hill
Place project at the City Council meeting on September 16,2008,we have decided to withdraw our request to
remove the culvert This is obviously a very controversial and politically driven issue,and,while we believe it is
the most appropriate action for the protection and restoration of College Branch Creek,Place Properties has
decided it best for the City of Fayetteville to properly administer the tree preservation easementas they see fit.
From an engineering perspective,we do believe there is a need to remove the culvert.-We believe that we have
sufficiently notified the City of Fayetteville of the hazard that exists with the culvert remaining in the creek,and if
the City of Fayetteville deems it necessary to remove the culvert from the dedicated tree preservation easement in
the future utilizing City of Fayetteville resources,the City of Fayetteville will receive full cooperation from Place
Properties. We do,however,request that the City of Fayetteville continue to consider our request to place the
new vehicular bridge within the tree preservation easement at the next scheduled City Council meeting. If you
require revised tree preservation calculations,please do not hesitate to contact me. Thank you for your
consideration of this matter.
Respectfully,
Austin E.Rowser,P.E.
Design Team Leader
Appian Centre for Design
cc: Ron Petrie,P.E.,City Engineer
Greg Cislo,Place Properties
Greg Howe,Urban Forester
Appian Centre for Design•217 East Dorf Street•suite 104•FayetteWle,AR 72701•phone(479)442-1444•fax(479)442-1450
B.3
ADM 08-3093(Hill Place Culvert Removal)
City Council Meeting of September 16, 2008 Page 4 of 8
Agenda Item Number
CITY COUNCIL AGENDA MEMO
To: Mayor and City Council
Thru: Gary Dumas,Director of Operations
From: Jeremy C.Pate,Director of Current Planning*
Date: August 26,2008
Subject: Hill Place Culvert Removal from College Branch.Creek(ADM 08-3093)
RECOMMENDATION
In accordance with the recommendations by the Engineering Staff and the City's Urban
Forester (see attached memos), staff recommends approval of a resolution to permit the
removal an existing, unpermitted 10-foot diameter culvert from College Branch Creek
within the limits of the Hill Place project. This action will also permit the property owner
to remove unhealthy and invasive species of shrubs and trees within the identified
construction area, restore the health of several trees in decline, replant this area with new
trees, and add erosion control measures to prevent future and continued erosion in
conjunction with the culvert removal and vehicular bridge installation.
BACKGROUND
A 10-foot diameter culvert was placed within College Branch Creek in the late 1980s,
near the railroad. In discussions with Engineering staff and the Urban Forester, the
applicant has proposed to remove this culvert, at the developer's cost, in order to reduce
the current flood levels along the creek. The culvert removal is not required by the City,
yet will aid in reducing erosion potential and flood levels along the creek- The culvert
currently creates "headwater flooding" due to a lack of capacity in size for storm events
larger than a five-year flood. According to the Engineering Division, the culvert is a
restriction to the existing creek and could not be permitted in accordance with today's
Corps of Engineers regulations. A HEC-RAS hydraulic model was provided to staff,
which indicates that removal of the 10 ft culvert and embankment will reduce the depth
of flooding upstream, and will have no detrimental impact downstream. Rather, as the
attached photos indicate,the existing culvert is beginning to structurally fail, as it was not
designed for its intended use. In the event the culvert fails, or is overtopped, the
embankment will be eroded and washed downstream which could cause detrimental
environmental impact to property owners. Removal with the development of Hill Place
PZD, by the developer, will eliminate this potential altogether. In addition, as required
with the Hill Place PZD, a vehicular bridge will cross the creek in place of the existing
pedestrian bridge, to provide a second means of access. As anticipated when the PZD was
submitted and approved, this bridge will span the creek's floodplain, but will also likely
result in the.removal of some small trees in this area that are required to be mitigated.
B.3
ADM 08-3093(Hill Place Culvert Removal)
Page 5 of 8
City Council Meeting of Septembee 16,2008
Agenda Item Number
Because the culvert and bridge crossing are within the established Tree Preservation )
Area, and a small amount of clearing will need to occur to access and remove the culvert
and install the bridge, City Council approval is required. The Tree Preservation and
Protection Code, Chapter 167(L)(2) of the UDC states: The geographic extent and
location of tree preservation areas, once recorded, may only be modified, or abolished
with the express approval of the City Council Applicants requesting such action shall
bear the burden of proving to the City Council's satisfaction that such modification or
abolition is in the best interest of the City of Fayetteville. Such requests shall be
submitted to the landscape administrator [urban forester), who shall ask the city clerk to
place it on the agenda of the next regularly scheduled City Council meeting.,
While the request will not modify or abolish the extent and location of the tree
preservation area, some tree removal will be required to accomplish the two objectives
stated herein. A property owner is permitted to remove dead or diseased trees within a
Tree Preservation Area without Council approval, but not live or healthy trees.
The Urban Forester has reviewed the request and a proposed mitigation plan- .
Approximately 13,634 11of canopy within the Tree Preservation Area will be affected
by the culvert removal and re-grading of the bank, and 2,100 ftwith the installation of
the vehicular bridge. The trees in this area are mostly volunteers which germinated at
some point after the culvert was installed. No significant trees and only one larger tree
will be removed, with an additional large invasive tree that will be removed. This area
also has less desirable species, vines and underbrush. Staff recommends City Council
approval of this modification of an existing Tree Presevation Area to accomodate the
bridge enlargement and the culvert removal as no net loss of Tree Presevation Area will
occur once mitigation trees are planted. This is due to the higher replacement rate used to
calculate tree mitigation. Based on this calculation, the applicant will be required to
replant 55 2-inch caliper trees within the riparian corridor. In addition, staff has
recommended conditions, based on the applicant's request, to plant back native species in
this area and to re-establish a healthy riparian corridor.
DISCUSSION
This request would result in the removal and mitigation for.15,734 sq. ft. of canopy
removed. All mitigation trees are required to be bonded'for a three-year period.
BUDGETIMPACT
None.
)
B.3
ADM 08-3093(Hill Place Culvert Removal)
Page 6 of 8
RESOLUTION NO.
A RESOLUTION TO APPROVE A REQUEST TO MODIFY AND
REPLANT A PORTION OF THE TREE PRESERVATION AREA
ASSOCIATED WITH HILL PLACE PZD,IN ORDER TO REMOVE
A CULVERT WITHIN COLLEGE BRANCH CREEK AND TO
INSTALL A VEHICULAR BRIDGE,AS DESCRIBED HEREIN_
WHEREAS, the applicant has studied an existing, un-permitted 10-foot diameter culvert
located within College Branch Creek,which contributes to erosion and increased flooding; and
WHEREAS, removal of the structurally failing culvert would reduce flooding potential
upstream and reduce the likelihood of detrimental erosion impacts downstream; and
WHEREAS, as required with the approved Hill Place Planned Zoning District, a
vehicular bridge is to be constructed across the creek and established Tree Preservation Area;
and
WHEREAS, to acoomplish=the described culvert removal and bridge installation, a
portion of the Tree Preservation Area will be impacted and subsequently the riparian corridor
replanted;
NOW, THEREFORE:, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF FAYETTEVILLE,ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas, pursuant to UDC
Chapter 167 (L)(2), hereby approves a resolution to permit the described construction within the
Tree Preservation Area associated with the bridge installation and culvert removal, with the
following conditions:
1) All construction activities, including installation of erosion controland tree protection
fencing, shall be permitted and inspected by both the City Engineering office and the
Urban Forester prior to commencement.
2) Where feasible, native species that are to be removed shall be tree spaded, healed in
and watered,and transplanted back to the site after construction.
. 3) On-site mitigation will be required to replace the 15,734 square feet of canopy lost.
Mitigation will require 55 (2) inch caliper large species trees to be located in the
reclamation area.
4). All mitigation trees shall be native and-'represent species currently established and
appropriate within the creek riparian area. The exact species will be determined at the
time of planting and approved by the Urban Forester.