REGULAR CALLED MEETING BOARD OF DIRECTORS. Boardroom April 4, :30 P.M.

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1 REGULAR CALLED MEETING BOARD OF DIRECTORS Boardroom 5:30 P.M. MEMBERS: Taylor Chaney, Ward 1Director Mark Overturf, Ward 2 Director Scott Byrd, Ward 3 Director, Assistant Mayor Joann Nelson, Ward 4 Director Jason Jones, Ward 5 Director Roland Gosey, Ward 6, At Large Director(absent) James Calhoun, Ward 7, Mayor OTHERS: Brenda Gills, Acting City Manager Rendi Currey, City Clerk Jamal Brown, Press (see attached list) CALL TO ORDER Mayor Calhoun called the meeting to order at 5:30 p.m. INVOCATION Director Overturf APPROVAL OF MINUTES A motion was made by Assistant Mayor Byrd seconded by Director Jones to approve the minutes from the March 7, 2017 regular called Board of Directors meeting. The motion passed with a roll call vote and the vote was as follows: Taylor Chaney Aye Mark Overturf Aye Joann Nelson Aye Jason Jones Aye Scott Byrd Aye Mayor Calhoun Aye CONSIDER ASBESTOS ABATEMENT BID RESULTS Ms. Gills gave a recap on Phase 1 - Asbestos Abatement & Demolition of the Dr. Martin Luther King Jr. Memorial Park project. We applied last February to the Asbestos Abatement Grant program of ADEQ for $150,000 for the asbestos abatement and demolition of 1420 Pine St. Through communications the city was told we would get two grants totaling $131,603 and that s what we submitted in the budget with the city s match of $18,397 to equal $150,000. In March 2017 we received an notification from the new Asbestos Abatement Grant program supervisor informing us the only available funds for this project were $92,503 and they could only be used for asbestos abatement. We could not use them for the demolition. Ron Parker with APES, Inc. out of Malvern structured the bid specifications with several deductive alternates to accommodate varying scenarios of funding (cash-in kind-barter). The bid results reflect the low bid on the Asbestos Abatement at $94,848 from Gerken out of Springfield, MO and $46,385 from Sean Beavers of Graylee LLC Demolition out of Austin, AR.

2 Page 2 of 7 BID TABULATION Eligible Bidders from Bid Walk Excavating Services March 1, :00 PM Submitted Bid Asbestos Removal Demolition Leave foundation and parking lot Alternate # 1 TOTAL PROJECT BUDGET Phase 1 APES, Inc. $16, Gerken (Asbestos abatement) $94, Graylee LLC Demo $46, TOTAL PROJECT COST: $157, Owner handles disposal of clean fill from bldg materials Alternate # 2 Owner provides slab and parking lot removal and disposal Alternate # 3 Owner provides leveling and grading of lot Alternate # 4 Lloyd Nabors Demolition x $191,000 $196,000 $29,644 $25,320 $29,644 $1,200 Goolsby Demolition, Inc. x $139,474 $36,250 $20,645 $12,000 $4,500 ARC Abatement EPA x $137,765 Nabholz x $105,998 Gerken x $94,848 Snyder Environmental x $226,962 $170,245 $20,000 $8,500 $40,000 $7,500 Redline Demo Roger & Dillon Excavation, Inc. x $142,000 $12,000 $20,000 $22,000 $6,000 Gator Industrial DT Specialized Services x $259,000 $16,000 $34,000 $17,000 $6,500 Graylee LLC Demolition x $46,385 $100 $500 $250 $200 CLEAN FILL DUMP SITE The City Manager and County Judge have met and see that hauling the clean fill from the 1420 Pine St. property to the lot behind the Rocking-U Rodeo arena would serve a mutually beneficial purpose. It gives the city a short haul to dump approximately 150-

3 Page 3 of loads of concrete, asphalt, brick, ceramics and uncontaminated soil or dirt at no cost. And it creates more parking at the fair grounds for the rodeo participants. ADEQ General Permitting allows such fill for a beneficial purpose so there would not be any additional permitting required, and the attached letter from the Clark County Fair Association has given the city their approval to use that area to dump the clean fill from 1420 Pine. Negotiations are ongoing with the County Judge for the sale of the Armory. If the Armory sale is finalized part of that new revenue can be allocated with the Board s approval to fund Phase 1 on the project. ADEQ FY17 Grant $92,503 FY 17 Budgeted City Matching $18,397 New Revenue - $46,333 Denied ADEQ Grant (39,100) + Project Over run ($7,233) TOTAL PROJECT FUNDS NEEDED: $157, The city staff is seeking approval to award the asbestos abatement for the 1420 Pine Street location to the low bid from Gerken for $94,848. The city staff is also seeking approval to award the demolition and hauling to the low bid from Graylee LLC Demolition for $46,385 pending availability of funds. Director Jones made the motion seconded by Assistant Mayor Byrd to award the asbestos abatement bid to Gerken in the amount of $94,848. The motion passed unanimously. Director Jones made the motion seconded by Assistant Mayor Byrd to award the demolition and hauling bid to Graylee LLC Demolition for $46,385 pending availability of funds. The motion passed unanimously. CONSIDER BIDS ON NEW 2016 OR 2017 ¾ TON TRUCK 4X4 WATER DEPARTMENT Mr. Green stated that recently the Utility advertised an Invitation to Bid for one (1) new 2016 or 2017 ¾ ton 4x4 wheel drive regular cab pick-up truck. Bid packets were hand-delivered to the local dealer. This truck will be used by the Field Operations crew and is replacing a 2002 Ford that has 97,700 miles on it that is incurring significant mechanical issues. Sealed bids were opened and read publicly on February 22, Two bids were received at that time. The bid tabulation is below. Staff talked to Rick Layton with Landers Chrysler Dodge Jeep and he confirms that he can still purchase the vehicle through the State Purchasing Contract. His bid fully meets the specifications and is below our budgeted amount. The Water and Sewer Committee reviewed the bids last week and are in full agreement to move forward and present the bid for Board approval. Bidder Amount Year Model State Purchasing Contract $23, Landers Chrysler Dodge Jeep Benton, AR

4 Page 4 of 7 Gildner Ford $27, Arkadelphia, AR STAFF S RECOMMENDATION: TO ACCEPT THE BID OF $23, FROM LANDERS CHRYSLER DODGE JEEP OF BENTON, IN AGREEMENT WITH THE STATE PURCHASING CONTRACT, AND PROCEED WITH PURCHASING THE 2016 ¾ TON 4X4 WHEEL DRIVE REGULAR CAB TRUCK. Assistant Mayor Byrd made the motion seconded by Director Jones to accept the apparent low bid and proceed with purchase. The motion passed unanimously. CONSIDER AMENDING BUDGET RESOLUTION FOR 2016 Ms. Gills stated it is Legislative Audit s requirement that a resolution be passed that accurately reflects the City s actual revenues and expenditures that were incurred each year. This resolution will satisfy that requirement for Director Jones made the motion seconded by Director Overturf to adopt the amending budget resolution for The motion passed unanimously. CONSIDER SHORT TERM FINANCING FOR AIRPORT COMMERCIAL HANGAR Ms. Gills stated at the February 7 Board meeting, the construction of the new commercial hangar was discussed and several items approved to allow the project to move forward. One of those items was to allow me to solicit requests for short term financing. Staff received the Alliance s committed share of $140,000. After the project is 50% complete, the City can begin to draw down the grant money from Arkansas Department of Aeronautics but this funding will allow the project to be built without putting a cash drain on the City. Two letters were submitted from financial institutions Southern Bancorp and Citizens Bank. Staff recommends approving the financing proposal from Southern Bancorp for the rate of 3.39% for a term of 84 months along with the interest rate of 1.99% for the initial draw down phase of the loan and allow the Acting City Manager to execute the documents necessary for the financing. Director Jones made the motion seconded by Director Overturf to approve staff recommendation. The motion passed 5 to 1 with Nelson voting No. CONSIDER PLANNING COMMISSION VACANCIES Ms. Gills stated on April 5 there will be three vacancies on the Planning Commission/Board of Zoning Adjustments. On March 15 and March 22, an ad was published in the Daily Siftings Herald asking for interested persons to apply. Three letters were received from very qualified citizens asking to be considered. The three positions that are opening have been held by Tom Tobin, Bryan DeBusk, and Bill Mertins. The three applicants are Tom Tobin (asking for reappointment), David Goodman, and Gracie Neal. All three of the applicants reside within the city limits and are very active in various groups around town. She believes them all to be very civic minded and she thinks they will make very good additions to the Planning Commission. Staff recommends to approve the nominations of Tom Tobin, David Goodman, and Gracie Neal to six year terms on the Planning Commission/Board of Zoning Adjustments. Director Overturf made the motion seconded by Director Jones to confirm the nominations. The motion passed unanimously. CITY MANAGER S REPORT You recently received a copy of the City s 2015 audit report from the Legislative Joint Auditing Committee. There is an error in the report concerning one of the findings. I contacted Ms. Davis, our auditor who has spoken with her supervisors who have acknowledged the mistake. A new report is being prepared and you should have received the second, corrected copy by now. To keep the Board informed, in December 2016, Ms. Currey recently used the GovDeals procedure and sold two surplus items from the Airport. The old jet farm was sold for $600 and the leftover runway crack sealing material was sold for $1,801.

5 Page 5 of 7 Last September, Brett Powell of Henderson State University appeared before the Board asking that the flow of traffic on Brown Street be changed while construction work was occurring on campus. Mr. Powell has reported back to me that the work has been completed and the traffic flow has returned to normal. On March 10, I attended the Hickingbotham School of Business Administration Day Luncheon at OBU. The guest speaker was Andrzej Bednarski, the Vice-President and International Project Director at Shandong Sun Paper. It was very interesting to hear him speak of the company s history and some factors involved in selecting a plant site. On March 16 & 17, prisoners from the Arkansas Department of Corrections were in Arkadelphia working with Officer Thomas Free in picking up trash along Walnut Street, Country Club Road, and other city streets. On March 16 th they picked up 560 pounds of trash in one day from our streets. Over 400 pounds was picked up on the 17 th. On March 28, I attended the monthly EDCCC meeting where it was announced that Sun Paper has now applied for their air permit. This is one of the major permits that will take approximately six months to process and is a big key to moving forward with actual construction. Staff has met with an engineer from McClelland Consulting Engineers to continue discussions and planning for the latest Streetscape project to be done on South 6 th Street. Plans are continuing to be developed so you will hear more on this in the near future. Also, work is continuing on creating wayfinding signage for the downtown area. The Parks & Recreation Department will sponsor an Easter Egg Hunt on April 15 at the Rec Center for ages 12 and under, beginning at 10:30 A.M. Arkansas Municipal League will soon be sponsoring a one-day Planning and Zoning workshop on April 19. This will provide 5 credit hours towards the 6 hours of continuing education requirement to maintain your certification status. Registration deadline is April 12 but seating space is limited. If you are interested, please contact me or Ms. Currey to get registered. The Southwest Central Regional Solid Waste Management District will be sponsoring a Household Hazardous Waste Collection Day on Saturday, May 13. Unused or leftover household products containing chemicals that are toxic, flammable, corrosive or reactive are accepted. Location is the County Fairgrounds from 8 AM until noon. For more information call Town Hall at or Sanitation Department at City Employees are currently involved in collecting food for the Project CARE Food Drive. The event is sponsored by Patterson Federal Credit Union. This drive provides food for the local school counselors to send home with over 100 hungry children every weekend. These are children that may not eat outside of school without this program. Suggested products are individual wrapped items such as ramen noodles, popcorn, puddings, fruit cups, crackers, canned meats, granola bars, individual microwaveable soups, mac & cheese, etc. Anything that a kid can eat or prepare with little or no trouble. We are gathering the items at Town Hall for distribution this weekend. FUTURE AGENDA ITEMS Director Chaney made the motion seconded by Assistant Mayor Byrd to place on the agenda to discuss qualifications for committees, commissions, and Board members and to discuss who can address the Board. The motion passed unanimously. ROUTINE BUSINESS Taylor Chaney, Ward 1-He stated that Clark County Relay for Life raised $6000 Saturday night during a fundraiser. He wished everyone a Happy Easter. Mark Overturf, Ward 2-He announced the Lions Club pancake breakfast Saturday at the Senior Adult Center. Joann Nelson, Ward 4-No report. Jason Jones, Ward 5-No report.

6 Page 6 of 7 Roland Gosey, Ward 6 Director at Large-Absent Scott Byrd, Ward 3, Assistant Mayor-Downtown Arkadelphia had a fundraiser on Thursday and he thanked everyone involved. James Calhoun, Mayor- He stated there are a lot of things going on in Arkadelphia this weekend. Austin Wingfield had a reception celebrating his 60 years with State Farm. Chief Harris was honored with a retirement reception. The retired teachers had a reception. The Donna and Percy Child Safety Center had a fund raiser at the Youth Sports Complex. ADJOURNMENT There being no more business to discuss, Director Nelson made the motion seconded by Assistant Mayor Byrd to adjourn. The motion passed unanimously and the meeting adjourned at 6:18 p.m. James Calhoun, Mayor Rendi Currey, City Clerk

7 Page 7 of 7 REGULAR CALLED MEETING BOARD OF DIRECTORS Boardroom 5:30 p.m. Jason Jackson Nancy Anderson Jennifer Story Henry Wilson Chuck Fitzsimmons Jonathan Boyce David Green Ron Parker