REGULAR CALLED MEETING BOARD OF DIRECTORS. Boardroom March 15, :30 P.M.

Transcription

1 REGULAR CALLED MEETING BOARD OF DIRECTORS Boardroom 5:30 P.M. MEMBERS: Jason Jones, Ward 1Director Dick Rudolph, Ward 2 Director, Assistant Mayor (absent) Scott Byrd, Ward 3 Director Joann Nelson, Ward 4 Director David Rider, Ward 5 Director Julie Winfrey, Ward 6, At Large Director James Calhoun, Ward 7, Mayor OTHERS: Jimmy Bolt, 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 Byrd APPROVAL OF MINUTES A motion was made by Director Winfrey seconded by Director Jones to approve the minutes from the March 1, 2016 Regular Called Board of Directors meeting as presented. The motion passed with a roll call vote and the vote was as follows: Jason Jones Aye Scott Byrd Aye Joann Nelson Aye David Rider Aye Julie Winfrey Aye Mayor Calhoun Aye CONSIDER ORDINANCE FROM THE MLK SUBCOMMITTEE Director Byrd reviewed the subcommittees meeting and spoke about the process they took in coming to the Ordinance presented to the Board of Directors for consideration. Director Nelson made the motion seconded Director Byrd to place the ordinance on its first reading. The motion passed 5 to 1 with Winfrey voting Present. The Mayor called for the Clerk to read the ordinance in its entirety. The Clerk read: AN ORDINANCE OF THE CITY OF ARKADELPHIA, ARKANSAS TO ADD THE HONORARY DESIGNATION OF DR. MARTIN LUTHER KING JR. TO PINE STREET, TO ESTABLISH A DR. MARTIN LUTHER KING JR. MEMORIAL PARK AND FOR OTHER PURPOSES Director Jones made the motion seconded by Director Nelson to place the ordinance on its second reading title only in the next regular scheduled Board of Directors meeting. The motion passed unanimously.

2 Page 2 of 5 CONSIDER BACKWASH PONDS Ms. Gills reported to the Board that staff advertised an invitation to bid in the state and local newspaper for sludge removal at the water treatment plant back wash ponds. The bids are as follows: Bidder T & T Backhoe Services, Inc. P.O. Box 198 Rison, AR Denali Water Solutions LLC 3308 Bernice Avenue Russellville, AR Price $28, *Bid Withdrawn $39, Staff s recommendation is to accept the bid of $39, from Denali Water Solutions and to authorize the City Manager to execute the contract to proceed with the work. Director Winfrey made the motion seconded by Director Byrd to accept staff recommendation. The motion passed unanimously. CONSIDER ENGINEERING SERVICES FOR STREETSCAPE PROJECT Staff is recommending approval of a work order with McClelland Engineering for design services for the fourth phase of Streetscape. This recommendation comes from the 2025 Commission and will provide a continuation of design services from the first three phases. This project does not have preliminary drawings. The project will primarily consist of rebuilding sidewalks, adding lighting, and some irrigation. Total cost for this project is estimated to be just under $500,000 with the City s share being estimated at $20,000. This agreement provides for a $44,000 fixed fee for surveying and designing the project. For services provided by the firm during the construction phase the charges are based on hourly rates. The firm will review materials to be used on the project to insure construction meets minimum standards as set by the project specifications; provided inspection services as requested by the city; provide a final inspection. It is anticipated that this will be $9,000. Should there be issues that require engineering service the fees may be higher. Staff recommends approving Work Order No. 11 and to authorize the City Manager to execute the agreement. Director Jones made the motion seconded by Director Byrd to accept staff recommendation. The motion passed unanimously. CONSIDER FINANCE/LEASE ORDINANCE FOR FRONT LOAD SANITATION TRUCK Mr. Bopp reminded the Board that during the January 19 meeting they voted unanimously to accept the bid from Arkansas Municipal Equipment for $221, Under a lease/purchase plan, payments would be approximately $3, per month for 24 months. They would then buy the truck back for a guaranteed residual of $150, At this time staff needs to secure financing. Staff recommends adopting the resolution of an equipment lease/purchase with BancorpSouth Equipment Finance. Director Byrd made the motion seconded by Director Nelson to adopt the resolution. The motion passed unanimously. Staff also recommends placing the finance ordinance on it first reading. Director Byrd made the motion seconded by Director Nelson to place the ordinance on its first reading. The motion passed unanimously. The Mayor called for the Clerk to read the ordinance in its entirety. The Clerk read:

3 Page 3 of 5 AN ORDINANCE APPROVING THE FINANCING WITH BANCORPSOUTH BANK FOR THE PURCHASE OF A 2016 MACK MR WITH NEW WAY MAMMOTH FRONT LOADER AND FOR OTHER PURPOSES: Director Byrd made the motion seconded by Director Jones to place this ordinance on its second reading title only in the next regularly scheduled Board of Directors meeting. The motion passed unanimously. CONSIDER SALARY ADJUSTMENT REQUEST FROM BUILDING DEPARTMENT Mrs. Wiley explained to the Board that with her upcoming retirement the time has come to make a hire in the department that would allow her to retire and leave the city with a skilled staff. There was only one applicant that was highly qualified for the position and who would also be an excellent candidate for the Building Inspector or Supervisor position in the future. The offer was made however the candidate asked for a salary increase from the budgeted amount of $23,800 to $28,500. If approved most of the increase would be offset by the time of hire. Director Winfrey made the motion seconded by Director Nelson to approve the salary increase for the Building Department. The motion passed unanimously. CONSIDER RESOLUTION ADOPTING LOOK BACK METHOD Mr. Bolt stated that the Arkansas Municipal League has provided the city with a contractor to help us stay in compliance with the Affordable Care Act. The city has also paid for additional services to insure the city is in compliance with offering health care coverage to full time employees. Staff is required to track employee s eligibility for coverage. The contractor has recommended we adopt the Look back method to minimize our liabilities. Staff recommends adopting the resolution approving the Look Back Method when determining employee s eligibility for being offered healthcare coverage. Director Jones made the motion seconded by Director Winfrey to accept staff recommendation. The motion passed unanimously. CITY MANAGER S REPORT Arkadelphia Municipal Code is at your desk for your review. Staff is preparing for a discussion about the street department to determine the direction the Board of Directors prefers. The topics will include milling, overlaying and micro sealing. I hope to have this on our next agenda. Old Hospital update: Staff has submitted asbestos abatement grant and we are still waiting on a response. We reviewed auctioning the building off with GovDeals and it is unlikely we will be able to draw a bidder that will remove entire structure for the salvageable material but we do intend to try. Next on the list of follow items to talk with the Arkansas Department of Corrections to assist with the removal for the recyclable materials. We still have a lot of discovery left before we proceed beyond the asbestos abatement. Staff has been trying to sell the Armory Building to the county but have failed to reach an agreement. Staff is reviewing the applicants for the Airport Manager positions. Our drainage system seems to have held up well with the last round of extreme rain fall. Ms. Currey is asking that each Board member please contact her concerning the Arkansas Municipal League summer conference held June in Little Rock. The water utility treatment improvements project is moving along and could possibly go out to bid in May.

4 Page 4 of 5 I want to thank those that are recycling paper products but I also want to encourage those not doing so to please consider helping save the environment and money. You will find your copy of the financial statement for January at your desk. Report on Director Rudolph The Police Department was in news receiving a $15,000 grant from Allcare for assistance to fund an e-cite program. FUTURE AGENDA ITEMS None ROUTINE BUSINESS Jason Jones, Ward 1- No report. Scott Byrd, Ward 3- No Report. Joann Nelson, Ward 4- She announced the Men s United would be having a banquet on April 2 nd tickets will be $30. She has had some complaints about the trash bags being split down the side. She invited everyone to join her at the revival going on right now at St. Paul Church. David Rider, Ward 5-No report. Julie Winfrey, Ward 6 Director at Large-She commended the police department for their work at the schools during the rain. She reminded everyone that next week is Spring Break and to be on the lookout for children playing outside. There will be an Easter Egg hunt at the Rec Center on Saturday March 26. There will be a fundraiser for the Country Club and tickets go on sale tomorrow. She stated that she had had complaints during the rain that the lines on Pine Street were not clear. Mr. Bolt stated to call the State Highway Department because Pine Street is a state highway. Dick Rudolph, Ward 2 Assistant Mayor-Absent. James Calhoun, Mayor-He stated he had a great time at the Chamber banquet. He thanked Entergy for providing the tables. He was thankful there was no damage from Sunday s bad weather. He reminded everyone how to lower their sewer bill. ADJOURNMENT There being no more business to discuss, Director Jones made the motion seconded by Director Nelson to adjourn. The motion passed unanimously and the meeting adjourned at 7:10 p.m. James Calhoun, Mayor Rendi Currey, City Clerk

5 Page 5 of 5 REGULAR CALLED MEETING BOARD OF DIRECTORS Boardroom 5:30 p.m. Jason Jackson Jennifer Story Henry Wilson Al Harris Brenda Gills Harley Martinelli Jason Nelson Nancy Anderson Jonathan Boyce Aaron Bopp Taylor Chaney Anita Wiley Tracey Gaither Cindy Bolt Kyle Jones Mark McGraw Thannis Phillips Derek Phillips Dale Box