HomeMy WebLinkAbout2008-10-21 - Agendas - Final Aldermen
Ward 1 Position 1—Adella Gray
Mayor Dan Coody Ward 1 Position 2—Brenda Thiel
evi
Ward 2 Position 1 —Kyle B.Cook
City Attorney Kit Williams Ward 2 Position 2—Nancy Allen
Ward 3 Position l—Robert K.Rhoads
City Clerk Sondra Smith Taye Ward 3 Position 2—Robert Ferrell
ARKANSAS Ward 4 Position 1 —Shirley Lucas
Ward 4 Position 2—Lioneld Jordan
Tentative Agenda
City of Fayetteville Arkansas
City Council Meeting
October 21, 2008
A meeting of the Fayetteville City Council will be held on October 21, 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
Agenda Session Presentations:
Mayor's Announcements, Proclamations and Recognitions:
Presentations, Reports and Discussion Items:
Agenda Additions:
A. Consent:
1. Approval of the October 7, 2008 City Council meeting minutes.
2. Bid # 08-16 Kinco Constructors, LLC Change Order # 2: A resolution approving
Change Order #2 to the contract with Kinco Constructors, LLC in the amount of
$XXXX.XX for the installation of the Wilson Park Trail Bridge under Bid # 08-16; and
approving a 15% project contingency in the amount of$XXX.XX.
3. Bid # 08-51, Kinco Constructors: A resolution awarding Bid # 08-51 and approving a
contract with Kinco Constructors in the amount of $X,XXX,XXX.XX for construction
services for the new LEED Court & Prosecuting Attorney's Building; and approving a
project contingency in the amount of$XXX,XX.XX.
4. Enforcement of Underage Drinking Laws Mini-Grant: A resolution accepting and
enforcing the Underage Drinking Laws Mini-Grant from the Arkansas Department of
Finance & Administration in the amount of $6,350.00; and approving a budget
adjustment recognizing the grant revenue.
5. State and Tribal Assistance Grant (STAG): A resolution authorizing the Mayor to
accept a State and Tribal Assistance Grant (STAG) in the amount of $286,000.00 from
the U.S. Environmental Protection Agency for sanitary sewer system improvements; and
approving a budget adjustment effective upon receipt of said grant.
6. Animal Cruelty Legislation Support: A resolution to express the Fayetteville City
Council's support for Senator Sue Madison's proposed animal cruelty legislation.
B. Unfinished Business:
1. Hiring Freeze: Hiring Freeze Appeals:
2. 2008 Millage Levy: An ordinance levying a tax on the real and personal property within
the City of Fayetteville, Arkansas for the year 2008 fixing the rate thereof at 1.3 mills for
General Fund Operations, 0.4 mills for the Firemen's Pension and Relief Fund, 0.4 mills
for the Policemen's Pension and Relief Fund and 1.0 mill for the Fayetteville Public
Library; and certifying the same to the County Clerk of Washington County, Arkansas.
This ordinance was approved at the September 16, 2008 City Council meeting. A
motion was made and passed to reconsider the ordinance at the October 7, 2008 City
Council meeting. This ordinance was left on the Third Reading at the October 7, 2008
City Council meeting and tabled to the October 21, 2008 City Council meeting.
Lefton the Third Reading
3. 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 ordinance was left on the Second Reading at the October 7, 2008 City
Council meeting.
Lefton the Second Reading
4. 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 ordinance was left
on the First Reading at the October 7, 2008 City Council meeting.
Left on the First Reading
5. 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
ordinance was left on the First Reading at the October 7, 2008 City Council meeting.
Left on the First Reading
6. 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 resolution was tabled at the October
7, 2008 City Council meeting to the October 21, 2008 City Council meeting.
7. 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 resolution was tabled at the October 7, 2008 City Council meeting to the
October 21, 2008 City Council meeting.
C. New Business:
1. Airport Zoning Map: An ordinance adopting a new airport zoning map as part of
Chapter 165: Airport Zoning, of the Unified Development Code, to reflect the results of
the recently completed airport obstruction survey.
2. RZN 08-3084 (Candlelight Place): An ordinance rezoning that property described in
rezoning petition RZN 08-3084, for approximately 0.94 acres, located at the southeast
comer of Gregg Avenue and Ash Street from RSF-4, Residential Single-Family, 4 units
per acre, to RMF-24, Residential Multi-Family, 24 units per acre.
3. RZN 08-3085 (Washington County Farm Bureau): An ordinance rezoning that
property described in rezoning petition RZN 08-3085, for approximately 1.55 acres,
located at 1165 North Meadowlands Drive from R-O, Residential Office, to C-1,
Neighborhood Commercial.
4. R-PZD 08-3071 (Bridgedale Plaza): An ordinance establishing a Residential Planned
Zoning District titled R-PZD 08-3071 Bridgedale Plaza, located at the southeast corner of
Highway 16 East and River Meadows Drive, containing approximately 15.95 acres;
amending the official zoning map of the City of Fayetteville; and adopting the associated
Master Development Plan.
5. ANX 08-3036 Fayetteville Farmington Land Swap: An ordinance concurring with
Farmington Ordinance No. 2008-15, providing for the voluntary detachment of certain
lands from the City of Fayetteville, and attaching said lands to the City of Farmington.
6. Victory Commons Phase I Appeal: An appeal of certain conditions of approval of the
Planning Commissions decision regarding Victory Commons Phase I.
7. Amend the Rules of Order and Procedure: A resolution to amend the Rules of Order
and Procedure of the Fayetteville City Council concerning meetings that would occur on
general election days.
Announcements:
1. City Council Tour: October 20, 2008
Adjournment:
NOTICE TO MEMBERS OF THE AUDIENCE
All interested parties may appear and be heard before the City Council. Ifyou 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 speak.
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 cellphones 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.
A.2
City of Fayetteville Staff Review Form Bid#08-16 Kinco Constructors,LLC
Change Order#2
City Council Agenda Items Page 1 of 6
10/21/2008
City Council Meeting Date
Carole Jones la Parks & Recreation Operations
Submitted By IV Division Department
Action Required:
Staff requests a resolution approving change order#2 to Resolution 28-08 for Bid #08-16 with Kinco
Constructors, LLC. in the amount of$xx,000.00 for the complete installation of the Wilson Park Trail Bridge and
approving a 15% project contingency in the amount of$x,xxx.00 for a total cost of$xx,xxx.00.
xr000c $ 230,251.00 Neighborhood Park Development
Cost of this request Category/Project Budget Program Category/Project Name
2250.9255.5806.00 $ 40,685.36 Parks Development
Account Number Funds Used to Date Program/Project Category Name
02014.2/08002.0801 $ 189,565.64 Parks Dev/PLDO(SVN)
Project Numbers Remaining Balance Fund Name
Budgeted Item 0 Budget Adjustment Attached
Previous Ordinance or Resolution# 28-08
Depa ment. irecto—r �— Date
Original Contract Date:
_ Original Contract Number:
City Attorne at
Received in City
Ck - i o 4-A Clerk's Office LT7D
Finance and Internal Service Director Date
Received in
Mayor's Office
Mayor / Date
Comments:
Revised April 16, 2007
A.2
Bid#08-16 Kinco Constructors,LLC
City Councilg er Meeting of October 21, 2008 Change Order#2
Page 2 of 6
Agenda Item Number
CITY COUNCIL AGENDA MEMO
To: Mayor Dan Coody and City Council
Thru: Gary Dumas, Operations Director
Connie Edmonston, Parks and,Recreation Director
From: Carole Jones, Park Planner
Date: October 3,2008
RE: Scull Creek Trail Bridge Inst lation -Kinco Constructors,LLC
Change Order#2
RECOMMENDATION
Staff requests a resolution approving change order#2 to Resolution 28-08 for Bid#08-
16 with Kinco Constructors, LLC. in the amount of$xx,000.00 for the complete
installation of the Wilson Park Trail Bridge; and approving a 15%project contingency in
the amount of$x,xxx.00 for a total cost of$xx,xxx.00.
BACKGROUND
Wilson Park contains 22.75 acres and is located at 675 North Park Avenue. The park is
situated in the southwest quadrant of town west of College Avenue (U.S. Highway 71B)
and south of North Street. The park is one of the citizen's oldest and most popular park in
the center of our City serving all residents.
On August 19, 2008,the City Council approved the purchase of the bridge for the Wilson
Park Trail project from Thompson Culvert. The bridge specifications requested the same
type and style of bridges that have recently been installed on the Scull Creek Trail.
In February of 2008 the City competitively bid the installation and abutment construction
of six trail bridges for Scull Creek Trail as Bid 08-16. The low bidder was Kinco
Constructors, LLC. In order to simplify the process, staff proposes utilizing Bid 08-16
and adding the installation of the Wilson Park Trail Bridge to the scope of work through
change order#2. Kinco Constructors, LLC will be responsible for the excavation and
construction of the concrete bridge abutments. Once the abutments are complete, the
contractor will install the prefabricated bridge(provided by the City)and pour a concrete
deck. Additionally,the contractor will construct improvements to the parking lot located
on the east side of the park off of Park Avenue. These improvements include a new
concrete crosswalk with connection to the new bridge and the existing trail on the south
side of the parking lot. The improvements will make access through the parking lot one
way which will greatly improve the safety of the trail users.
The construction of the Wilson Park Trail Improvements is tentatively scheduled for
2009 pending City Council approval and will be part of the total trail renovation and
lighting project. Installation of the pedestrian bridge is necessary in 2008 in order to
spend funds from the Park Land Dediciation southwest quadrant as required by the
ordinance.
Page 1 of 2
A.2
Bid#08-16 Kinco Constructors,LLC
City Councilg October Meeting of 21, 2008 Change Order#2
Page 3 of 6
Agenda Item Number
DISCUSSION
The installation of the Scull Creek Trail bridges was advertised on January 18th and 25th,
2008 as bid number 08-16 and bids were opened on February 8th, 2008. The low bidder
was Kinco Constructors, LLC. Kinco has successfully completed the installation of all six
bridges on Scull Creek Trail.
BUDGETIMPACT
This project is funded with Park Land Dedication Funds from the Southwest Park
District. Total project cost including a 15.0%contingency is $xx,xxx.xx. The annual
maintenance cost for the bridge is anticipated to negligible.
Attachments:
Kinco Constructors,LLC Change Order#2 Cost Estimate
Purchase Requisition
Resolution 28-08
Page 2 of 2
A.2
Bid#08-16 Kinco Constructors,LLC
Change Order#2
Page 4 of 6
RESOLUTION NO.
A RESOLUTION APPROVING CHANGE ORDER #2 TO THE CONTRACT
WITH KINCO CONSTRUCTORS, LLC IN THE AMOUNT OF $XXXX.XX
FOR THE INSTALLATION OF THE WILSON PARK TRAIL BRIDGE
UNDER BID #08-16; AND APPROVING A 15% PROJECT CONTINGENCY
IN THE AMOUNT OF $XXX.XX.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE,ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves
Change Order#2 to the contract with Kinco Constructors, LLC in the amount of$XXXX.XX for
the installation of the Wilson Park Trail Bridge under Bid#08-16.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a
15%project contingency in the amount of$XXX.XX.
PASSED and APPROVED this 2l't day of October, 2008.
APPROVED: ATTEST:
By: By:
DAN COODY, Mayor SONDRA E. SMITH, City Clerk/Treasurer
nA.2
Bid#0 16 Kinco Constructor LLC
Change Or #2
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A.2
Bid#08-16 Kinco Constructors,LLC
Change Order#2
Page 6 of 6
RESOLUTION NO.28-08
A RESOLUTION AWARDING BID #08-16 AND APPROVING A
CONTRACT WITH KINCO CONTRACTORS, LLC IN THE AMOUNT OF
$240,784.72 FOR THE INSTALLATION OF SIX (6) TRAIL BRIDGES FOR
SCULL CREEK TRAIL; AND APPROVING A 15% PROJECT
CONTINGENCY IN THE AMOUNT OF$36,117.71.
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 awards Bid
#08-16 and approves a contract with Kinco Contractors, LLC in the amount of$240,784.72 for
the installation of six(6)trail bridges for Scull Creek Trail.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a
15%project contingency in the amount of$36,117.71.
PASSED and APPROVED this 19'h day of February,2008.
APPROVED: ATTEST:
By: By: 4"`-
DAN COODY,Mayor SONDRA E.SMITH, City Clerk/Treasurer
's ;FAYETTEVILLE: 3
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A.3
Bid#08-51,Kinco Constructors
City of Fayetteville Page 1 of 6
Staff Review Form
City Council Agenda Items
or
Contracts
21-Oct-08
City Council Meeting Date
Judge Rudy Moore District Court District Judge
Submitted By Division Department
Action Required:
Approval of BID 08-51, Courts Building-Demolition and Construction with _Kinco Constructors in the estimated
amount of$ ( for construction services for the new LEED Court & Prosecuting Attorney's Building.
$ 4,227,321 District Court/Prosecutor Facility
Cost of this request Category/Project Budget Program Category/Project Name
4470.9470.5315.00 $ 3,841,385 District Court
Account Number Funds Used to Date Program 1 Project Category Name
04008.0801 $ 385,936 Sales Tax Cap. Improvement
Project Number Remaining Balance Fund Name
Budgeted Item rZ71 Budget Adjustment Attached
Previous Ordinance or Resolution#
Deomen r ctor Date Original Contract Date:
WOriginal Contract Number:
J�AD �
City Attorney ate
Received in City Clerk's O e
-f,A o to—F-�v IO_arp� auiEREu
Finance a Internal Service Director Date
Received in Mayor's Office
'
Mayor Date
Comments:
A.3
Bid#08-51,Kinco Constructors
Page 2 of 6
CONTRACT REVIEW MEMO
To: Mayor Dan Coody and City Council
From: Rudy Moore, District Court Judge
Date: October 3, 2008
Subject: Approval of the attached contract with Kinco Constructors for demolition of the old
City Jail facility and construction of the new District Court/Prosecuting Attorney LEED facility at
Rock and Church Streets in downtown Fayetteville.
RECOMMENDATION
I recommend approval of the attached contract with_Kinco Constructors_for an estimated
$3,727,000.00_for demolition/construction of the new District Court/Prosecuting Attorney LEED
facility. hi addition to their bid amount, I am also requesting that you approve an estimated
$372,700.00_for a project contingency.
BACKGROUND
In 2005, the City hired Wilson Estes Police Architects to do a space needs study for 5 City of
Fayetteville buildings. A report,titled"Public Safety Center and City Services: Facility Needs
Assessmenf'was a product of that work. On May 16, 2006, staff requested direction from the City
Council in regards to the preferred location of the new Police and Courts facility and the Council
unanimously passed Resolution No. 94-06 supporting a downtown location for this facility. The
scope of the project has changed over the course of time. This project involves constructing a new
LEED Court and Prosecuting Attorney facility. The facility will be approximately 15,000 square
feet and a Silver LEED certification will be attempted through the U.S. Green Building Council.
DISCUSSION
In October of 2006, City Staff negotiated a contract with Wilson Estes Police Architects for design
and construction services for this project. Resolution 176-07 was also passed in October of 2006,
requiring all new City-owned buildings in excess of 5000 square feet to achieve a minimum
certification of LEED-Silver as issued by the US Green Building Council. There was a change
order to the Wilson Estes contract (Resolution 215-07)that added these LEED related services. In
response to several contractor inquiries,the LEED requirement for the general contractor was
eliminated from the bid specs. In June 2008, City staff recommended that a LEED consulting firm
be hired to ensure this aspect of the Project's success. After a selection committee conducted
interviews, TME, a Little Rock LEED consulting firm,was hired.
LEED Cowl Bldg.Council memo Oct08.doc
A.3
Bid#08-51,Kinco Constructors
Page 3 of 6
A LEED checklist was developed by the architect and the consultant, resulting in achievable goals
for the demolition and construction. Utility relocation and parking options were construction
challenges that were also in the Project mix. The Pre-bid meeting on September 17 was attended by
approximately 50 people, of which approximately 10-12 were general contractors.
The targeted occupancy of the new Courts Building is November 2009.
BUDGETIMPACT
Budget is available and is detailed on the Staff Review form.
LEED Court Bldg.Council memo Oct08.doc
A.3
Bid#08-51,Kinco Constructors
Page 4 of 6
RESOLUTION NO,
A RESOLUTION AWARDING BID #08-51 AND APPROVING A
CONTRACT WITH KINCO CONSTRUCTORS IN THE AMOUNT
OF $X,XXX,XXX.XX FOR CONSTRUCTION SERVICES FOR THE
NEW LEED COURT &PROSECUTING ATTORNEY'S BUILDING;
AND APPROVING A PROJECT CONTINGENCY IN THE
AMOUNT OF$XXX,XXX.XX.
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 awards Bid #08-51 and approves a contract with Kinco Constructors in
the amount of$X,XXX,XXX.XX for construction services for the new LEED Court
& Prosecuting Attorney's Building. A copy of the contract, marked Exhibit "A,"
is attached hereto and made a part hereof.
Section 2. That the City Council of the City of Fayetteville, Arkansas,
hereby approves a Project Contingency in the amount of $XXX,XXX.XX.
PASSED and APPROVED this 21st day of October,2008.
APPROVED: ATTEST:
By: By:
DAN COODY,Mayor SONDRA E.SMITH,City Clerk/Treasurer
A.3
Bid#08-51,Kinco Constructors
Page 5 of 6
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Bid#08-51,Kinco Constructors
Page 6 of 6
City of Fayetteville Staff Review Foran A.4
Enforcement of Underage
Drinking Laws Mini-Grant
City Council Agenda Items Page 1 of 8
and
Contracts, Leases or Agreements
10/21/2008
City Council Meeting Date
Agenda Items Only
Greg Tabor Police Police
Submitted By Division Department
Action Required:
City Council approve the acceptance of funding to enforce underage drinking laws and approve a budget adjustment
recognizing the revenue.
$4,232.00
2,118.00 $ 6,998,513.00 Personnel
Cost of this request Category/Project Budget Program Category/Project Name
1010-2940-5101.00
1010-2940-5103.00 $ 5,044,439.00 Patrol
Account Number Funds Used to Date Program/Project Category Name
h ('9Z $ 1,954,074.00 General
Project Number Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached 0
Previous Ordinance or Resolution#
Departmen Date
r Original Contract Date:
�� • W
Original Contract Number:
City Attorney at
Received in City
�l J ►1 t h 'D (�
-,or Clerk's Office (04
�D
FinanceandInternal Service Director Date
in 4
Mayor's
OfficeAT / r
Mayor D
Comments:
Revised April 16,2007
A.4
Enforcement of Underage
Drinking Laws Mini-Grant
Page 2 of 8
FAYETTEVILLE
THE MYOF FAYMMIUK.ARKAWS
DEPARTMENTAL CORRESPONDENCE
TO: Mayor Dan Coody and Members of the City Council
FROM: Greg Tabor, Chief of Police
DATE: September 23, 2008
SUBJECT: Enforcement of Underage Drinking Laws Mini-Grant
Recommendation: It is recommended City Council approve the acceptance of funding
to enforce underage drinking laws and approve a budget adjustment recognizing the
grant.
Background: The Fayetteville Police Department,historically, is one of the area's
leading law enforcement agencies on enforcing underage drinking laws. The department
works closely with the Arkansas State Alcoholic Beverage Control Division to monitor
local establishments in the sale and consumption of alcoholic beverages to minors. The
department conducts regular checks throughout the year involving several officers
inspecting a number of alcohol permitted outlets.
Discussion: The Arkansas Department of Finance and Administration, Office of
Intergovernmental Services has awarded a mini-grant in the amount of$6,350 to the
Fayetteville Police Department for enforcement underage drinking laws. The
Fayetteville Police Department will use these funds to offset the expenditure of a number
of details to monitor and inspect alcohol permitted outlets in the enforcement of underage
drinking laws throughout the year. This is a reimbursement grant as opposed to a
matching funds grant.
Budget Impact: Revenue applied to Patrol Overtime
A.4
Enforcement of Underage
Drinking Laws Mini-Grant
Page 3 of 8
RESOLUTION NO.
A RESOLUTION ACCEPTING AND ENFORCING THE UNDERAGE
DRINKING LAWS MINI-GRANT FROM THE ARKANSAS DEPARTMENT
OF FINANCE & ADMINISTRATION IN THE AMOUNT OF $6,350.00; AND
APPROVING A BUDGET ADJUSTMENT RECOGNIZING THE GRANT
REVENUE.
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 accepts an
Enforcing the Underage Drinking Laws Mini-Grant from the Arkansas Department of Finance &
Administration in the amount of$6,350.00.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a
Budget Adjustment recognizing the grant revenue.
PASSED and APPROVED this 21St day of October, 2008.
APPROVED: ATTEST:
By: By:
DAN COODY, Mayor SONDRA SMITH, City Clerk/Treasurer
A.4
Enforcement of Underage
Drinking Laws Mini-Grant
Page 4 of 8
SPE srgT STATE OF ARKANSAS OFFICE OF INTERGOVERNMENTAL SERVICES
1515 West Seventh Street,Suite 400
w Department of Finance Post Office Box 8031
p Little Rock,Arkansas 72203-8031
�6 Y and Administration Phone: (501)682-1074
des sa° Fax:(501)682-5206
http://www.state.ar.us/dfa
September 15, 2008
Notification of Award
FY 2005 Enforcing the Underage Drinking Laws Grant
Fayetteville Police Department
EUDL#2006-AH-FX-0054-MG06-06-01
Dear Chief Greg Tabor:
The Arkansas Department of Finance and Administration, Office of Intergovernmental Services(DFA-
IGS) is pleased to announce that your application for a mini-grant in the amount of$6,350 has been
approved. The award period will run from July 1,2008 to May 30,2009.
Award Acceptance
Receipt of the award is contingent on the following:
a. All Attachments must be signed(in blue ink)by your Authorized Official (agency head) and
returned to DFA-IGS by September 26.
i
1) Attend mandatory training September 26, 2008, at 1:00 P.M. in the 1515 Building
5th Floor Conference Room
2) Attachment 1 (acknowledgement and acceptance)
3) Attachment 2 (approved itemized budget)
4) Contact information for your designated Agent who will manage the mini-grant and for-
at least one additional alternate contact must also be provided in Attachment 1.
5) Attachment 3 (certifications regarding lobbying)
6) Attachment 4(certification regarding debarment)
7) Attachment 5 (assurances)
Acceptance of the award indicates the Authorized Official's:
a. Acknowledgement that the requirements for this award and all Attachments are understood and
accepted.
b. Agreement with the terms and conditions contained herein.
C. Acceptance of and agreement to comply with federal and state laws and requirements
governing the EUDL grant. [Office of Justice Programs Financial Guide may be accessed via.
the internet at [http://www.ojp.usdoi.¢ov/financialguide/index.htm ]
A.4
Enforcement of Underage
Drinking Laws Mini-Grant
Page 5 of 8
Overview of Approved Proiect/Activities:
The Fayetteville Police Department will reduce underage drinking in Fayetteville,Arkansas through
monthly compliance checks for ten (10) months with the local Alcohol Beverage Control Agent. A
detailed approved budget is provided in Attachment 2. Project/activities are approved for funding in
accordance with the attached budget.
Reporting Requirements
Reimbursement requests are due monthly no later than the 5`h of the month and a final reimbursement
request is due no later than June 10, 2009. Quarterly progress reports are due by: the 5fh or 6`h of the
month following the quarter: October 5, 2008; January 5, 2009;April 6,2009 and June 5, 2009.
Failure to submit these reports by the deadline may result in a cancellation of this award or only partial
reimbursement. A report is required even if no activities were performed within the reporting period.
Reimbursement will be issued only for the specific items and services indicated in the approved budget.
To ensure full reimbursement, detailed receipts must be attached to the reimbursement request. To receive
reimbursement for promotional items, copies or samples must be submitted with the reimbursement
request. One original (signed in blue ink) and an electronic version of the monthly and quarterly reports
must be submitted.
Mail original report to:
Christen Long, Grants Administration Supervisor
DFA Office of Intergovernmental Services
1515 West 7`h Street, Suite 400
PO Box 8031
Little Rock,Arkansas 72201-8031
Submit electronic copy to Christen.LongSitidfu.state.ar.us
DFA-IGS Acknowledgement
Monthly reimbursement and Quarterly progress report forms will be provided to mini-grant recipient
upon DFA-IGS receipt of Attachments 1 through 5.
A.4
Enforcement of Underage
Drinking Laws Mini-Grant
Page 6 of 8
Terms and Conditions
a) The Mini-grant Recipient shall not discriminate against any participant in the performance
of this award because of race, creed, color, disability,national origin, sex, religion or
marital status.
b) Expenditures will be reimbursed in accordance with the approved budget.
c) Reimbursement Invoices will be submitted by the 5a'of each month for expenditures made
in the previous month.
d) Final request for reimbursement will be submitted by June 5, 2009.
e) Quarterly Progress Reports will be submitted by the 51h or 6`h day of the following month
after the quarter's end: October 5,2008; January 5, 2009; April 6,2009; and June 5, 2009.
f) Minors will be compensated at a rate of pay no higher than $10.00 per hour.*
g) Officers will be compensated at a rate of pay no higher than$25.00 per hour. Officers
will not be compensated for court time.*
h) Compensation for mileage will be reimbursed at$.43 cents a mile (or highest rate
approved by the State).*
*Items reimbursed only if they are in the approved budget.
DFA-IGS Contact
Should you have any questions or concerns throughout your grant period,please contact Christen Long-
Grants Administration Supervisor at: (501) 682-1074 or by email at christen.long_na,dfa.state.ar.us.
Congratulations once again on your award.
Sincerely,
Doris Smith
Assistant Administrator
DFA Office of Intergovernmental Services
City of Fayetteville,Arkansas A.4
Budget Adjustment Form Enforcement of Underage
ud
g J Drinking Laws Mini-Grant
8
Budget Year Department: Police Date Requested Adjustment Number
2008 Division: Police 9/23/2008
Program: Patrol
Project or Item Added/Increased: Project or Item Deleted/Reduced:
Recoginze 2008 09 Underage Drinking Grant from State
of Arkansas Department of Finance and Administration.
This grant is to reimburse overtime expenses.
Justification of this Increase: Justification of this Decrease:
This grant was awarded for the purpose of reducing
underage drinking in Fayetteville,Arkansas
Increase Expense Budget(Decrease Revenue Budget)
Account Name Account Number Amount Project Number
Salaries/wages-uniformed 1010 2940 5101 00 4,232 40g069g Qom}
2,118
Overtime-uniformed 1010 2940 5104 00 o' yo
Decrease Expense Budget(Increase Revenue Budget)
Account Name Account Number Amount Project Number
State Grants-Operational 1010 0001 4302 01 6,350
Approval Signatures Budget Office Use Only
Type: A B C D E
Requested By Date
Budget ager A Posted to General Ledger
\ Initial Date
:DepartinefiiX&m9w Date Posted to Project Accounting
pf, Initial Date
Fin e&Internal S ces Due for Date Entered in Category Log
j� Initial Date
MaYW Dae
A.4
Enforcement of Underage
Drinking Laws Mini-Grant
Page 8 of 8
A.5
City of Fayetteville State and Tribal Assistance GrPage
ats(STAG)
Aof 8
Staff Review Form
City Council Agenda Items
or
Contracts
10/21/2008
City Council Meeting Date
_ David Jurgens Water/Wastewater Water/Wastewater
Submitted By Division Department
Action Required:
Resolution authorizing the Mayor to accept a $286,000 State and Tribal Assistance Grant(STAG)from the US
Environmental Protection Agency for sanitary sewer system improvements and approving a budget adjustment
effective upon receipt of the grant.
$ (286,000) $ 5,738,641 Sanitary Sewer Rehabilitation
Cost of this request Category/Project Budget Program Category/Project Name
5400.5700.5815.00 $ 2,659,010 Sewer Mains Construction
Account Number Funds Used to Date Program I Project Category Name
02017 $ 3,079,631 Water/Sewer
Project Number Remaining Balance Fund Name
Budgeted Item 0 Budget Adjustment Attached
Previous Ordinance or Resolution# 125-08
*mnt Date Original Contract Date: 17-Jun-08
Original Contract Number: N/A
City Attorney
Received in City Clerk's OffnENTMD
0. . l 0-8 oS -b8
Finance and Internal Service Director Date
Received in Mayor's Office EN .
J Z4
a
Mayor Date
Comments:
A.5
State and Tribal Assistance Grant(STAG)
Taye evl le rage 2 of 8
AFKANSFS City Council Meeting of October 21, 2008
CONTRACT REVIEW MEMO
To: Fayetteville City Council
Thru: Mayor Dan Coody
From: David Jurgens, Water and Wastewater Director D
Fayetteville Sewer Committee
Date: October 3, 2008
Subject: Resolution authorizing the Mayor to accept a$286,000 State and Tribal Assistance Grant
(STAG) from the US Environmental Protection Agency for sanitary sewer system improvements
and approving a budget adjustment effective upon receipt of the grant
RECOMMENDATION
Fayetteville City Administration recommends approval of a resolution authorizing the Mayor to
accept a$286,000 State and Tribal Assistance Grant(STAG) from the US Environmental Protection
Agency for sanitary sewer system improvements and approving a budget adjustment effective upon
receipt of the grant.
BACKGROUND
Fayetteville has been notified that it will be the recipient of$286,000 in USEPA Grant Assistance
from the State and Tribal Assistance Grant Program for 2008. This is the fifth of six years that the
City has received similar grants. This EPA grant funding was requested for sanitary sewer
rehabilitation and is proposed to be merged into the City's ongoing sewer rehabilitation funding to
accelerate the program. The EPA grant provides a maximum of 55% of the costs, with the
remaining 45% ($234,000)being the required local match. The 2003 - and 2004 grant funds are
committed to the Basin 1-5 sanitary sewer rehabilitation construction that is currently underway.
2005 grant funds were spent in the Farmington rehabilitation. 2006 grant funds are being spent in
the manhole rehabilitation project currently underway.
By Resolution 125-08 on 17 June 2008, the City Council approved application for this grant and
designating the Mayor as the City's Authorized Representative in all matters relating thereto.
DISCUSSION
A sanitary sewer evaluation study(SSES)is underway with a study being executed in the southern
portions of Fayetteville and in Greenland. It is anticipated that these grant funds will be combined
with the existing sewer rehabilitation project budget, and used for the rehabilitation design and
construction based on this SSES.
BUDGETIMPACT
Sanitary sewer rehabilitation is a budgeted project. The 2008 EPA Grant proceeds will be combined
with the City's budgeted funds. A budget adjustment recognizing$286,000 in grant revenue is
attached and will be finalized when the actual grant approval is received.
STAG Grant 08 Accept CC Memo Oct08
A.5
State and Tribal Assistance Grant(STAG)
Page 3 of 8
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE MAYOR TO ACCEPT A
STATE AND TRIBAL ASSISTANCE GRANT (STAG) IN THE
AMOUNT OF $286,000.00 FROM THE U. S. ENVIRONMENTAL
PROTECTION AGENCY FOR SANITARY SEWER SYSTEM
IMPROVEMENTS; AND APPROVING A BUDGET ADJUSTMENT
EFFECTIVE UPON RECEIPT OF SAID GRANT.
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 authorizes the Mayor to accept a State and Tribal Assistance Grant
(STAG) in the amount of $286,000.00 from the U. S. Environmental Protection
Agency for sanitary sewer system improvements.
Section 2. That the City Council of the City of Fayetteville, Arkansas
hereby approves a Budget Adjustment recognizing the grant revenue, to be
effective upon the receipt of said grant.
PASSED and APPROVED this 21St day of October, 2008.
APPROVED: ATTEST:
By: By:
DAN COODY,Mayor SONDRA E.SMITH,City Clerk/Treasurer
City of Fayetteville,Arkansas A.5
State and Tribal Assistance Grant(STAG)
Budget Adjustment Form Page 4 of 8
Budget Year Department: Operations Date Requested Adjustment Number
2008 Division: Water&Sewer MaintenanceI I
Program: Sewer Mains Construction 10/3/2008
Project or Item Added/increased: Project or Item Deleted/Reduced:
$286,000 is requested in the Sewer Improvements None.This action is required to recognize receipt of
account of the Sanitary Sewer Rehabilitation-EPA $286,000 in the Federal Grants account.
Rehabilitation Grant Project.
Justification of this Increase: Justification of this Decrease:
Funding will be used for sanitary sewer rehabilitation to A grant was received from the Environmental Protection
include repairs to sanitary sewer mains and manholes. Agency for the purpose of sanitary sewer rehabilitation.
Increase Expense Budget(Decrease Revenue Budget)
Account Name Account Number Amount Project Number
Sewer improvements 5400 5700 5815 00 286,000 02017 090 t
Decrease Expense Budget(Increase Revenue Budget)
Account Name Account Number Amount Project Number
Federal grants-Capital 5400 0940 4309 00 286,000 02017 , 033o
Approval Signatures Budget Office Use Only
Type: A B C ( E
Requested By Date
�(j v
fnt
Date Posted to General Ledger
Initial Date
3 oDate Posted to Project Accounting
Initial Date
Financ4&Internal Services Director Date ` Entered in Category Log
Initial Date
Mayor Date
A.5
State and Tribal Assistance Grant(STAG)
(10!3/2008) Lori Johnson RE STAG 08 Application�� mrn w age 1
From: <Patel.Rajen@epamail.epa.gov>
To: "Lori Johnson"<Ijohnson@ci.fayetteville.ar.us>
Date: 10/3/2008 1:30 PM
Subject: RE: STAG 08 Application
Attachments: SAAP Guidance 2008 final signed.pdf
CC: "David Jurgens"<djurgens@ci.fayetteville.ar.us>, <jayne.dooley@arkansas...
Lori,
The"earmarked amount'as per the final singed FY 08 SAAP guidance is
$286,000>> (See attached file: SAAP Guidance 2008 final signed.pdf)
I have finished the funding recommendation paper work but the budget
work(accounting) is not done and the grant money will not be back to
Region 6 till the end of this month. So, I will have to hold off on
the commitment notice (grant$ commitment)till later part of this
month.
I will let you know as soon as the award is finalized and signed.
Rajen Patel, CHMM, EIT
Water Infrastructure Project Engineer
USEPA Region VI, Dallas, TX
214-665-2788
"Lori Johnson"
<Ijohnson@ci.fay
etteville.ar.us> To
Rajen Patel/R6/USEPA/US@EPA
10/03/2008 12:16 cc
PM "David Jurgens"
<dj urgens@ci.fayetteville.ar.us>
Subject
RE: STAG 08 Application
Dear Raj,
We normally receive these grants within a few days of today. What is the
status of the grant, and what is the exact amount?We show two numbers:
$268,400 and $268,000.
Thank you for your help-
Lori
A.5
State and Tribal Assistance Grant(STAG)
10%3T2008� Lori Johnson TRE: STAG OSA plication h y Rage 6 of a
Paoe 2
Lori Johnson
City of Fayetteville
113 W Mountain
Fayetteville,AR 72701
479-718-7670
>>> <Patel.Rajen@epamail.epa.gov>6/25/2008 12:31 PM >>>
Lori,
Your email says you have mailed the original grant application to me
yesterday.
I hope it arrives before Friday noon. So, that I can take it down to
our grants office for their log in.
The deadline is July 14 and I will be back July 15.
If the application reaches my office after this Friday, 1 will ask Gene
Wossum to process it on my behalf. In that case, he will send it to
our Grants office.
Gene: I will let you know if I have not received the application by
Friday noon. Thank you.
Rajen Patel, CHMM, EIT
Water Infrastructure Project Engineer
USEPA Region VI, Dallas,TX
214-665-2788
"Lori Johnson"
<Ijohnson@ci.fay
etteville.ar.us> To
"Jayne Dooley"
06/24/2008 02:36 <Jayne.Dooley@arkansas.gov>
PM cc
Rajen Patel/R6/USEPA/US@EPA
Subject
RE: STAG 08 Application
Thanks for you help, Jayne. 1 appreciate you forwarding him the