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 Nelson APPROVAL OF MINUTES A motion was made by Director Byrd seconded by Director Winfrey to approve the minutes from the April 5, 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 ATTENDING CITIZEN Henry Wilson stated he wanted to see Pine Street become Dr. Martin Luther King Jr. Blvd. AMTRAK Jay Fountain and Joy Smith spoke to the Board about future plans for Amtrak and urged them to support their efforts to increase train travel. SECOND READING OF ORDINANCE AMENDING B-425 During the last meeting Director Winfrey made the motion seconded by Director Byrd to place the ordinance on its second reading title only in the next regularly scheduled Board of Directors meeting. The Mayor called for the Clerk to read the ordinance title only. The Clerk read: AN ORDINANCE AMENDING THE REVISED LAND USE ORDINANCE B-425, PART A ZONING: CHAPTER V, GENERAL PROVISIONS APPLYING TO ALL OR SEVERAL DISTRICTS, ARTICLE 5-12 SIGN REGULATIONS; REPEALING ALL ORDINANCES AND PARTS OF ORDINANCES IN CONFLICT HEREWITH; AND
Page 2 of 7 Director Winfrey made the motion seconded by Director Rider to place this ordinance on its third final reading title only in the next regularly scheduled meeting. The motion passed unanimously 4-0. THIRD READING OF THE ORDINANCE FROM THE MLK SUBCOMMITTEE During the last meeting 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 Mayor called for the Clerk to read the ordinance title only. 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 Nelson left the room and was not present for the vote. Director Nelson returned to her seat and was present for the vote. Director Byrd made a motion seconded by Director Nelson to table the consideration of adopting of the ordinance until the next meeting. The motion passed unanimously. THIRD READING OF THE FINANCE/LEASE ORDINANCE FOR FRONT LOAD SANITATION TRUCK During the last meeting Director Jones made the motion seconded by Director Byrd to place this ordinance on its third and final reading title only in the next regularly scheduled Board of Directors meeting. The Mayor called for the Clerk to read the ordinance title only. The Clerk read: 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 Winfrey made the motion seconded by Director Byrd to adopt the ordinance. The motion passed unanimously. SECOND READING OF THE ORDINANCE TO UPDATE CONDEMNATION PROCESS During the last meeting Director Byrd made the motion seconded by Director Nelson to place the ordinance on its second reading title only in the next regularly scheduled meeting. The Mayor called for the Clerk to read the ordinance title only. The Clerk read: AN ORDINANCE PROVIDING FOR THE CONDEMNATION AND REMOVAL OF HOUSES, BUILDINGS AND/OR STRUCTURES CONSTITUTING A NUISANCE WITHIN THE CORPORATE LIMITS; PROVIDING FOR A LIEN ON THE PROPERTY; PROVIDING A PENALTY THEREFOR, AND FOR OTHER PURPOSES. Director Rider made the motion seconded by Director Byrd to place the ordinance on its third reading title only in the next regularly scheduled meeting. The motion passed unanimously. SECOND READING OF THE ORDINANCE ADOPTING THE ARKADELPHIA CODE OF ORDINANCES During the last meeting Director Jones made the motion seconded by Director Byrd to place this ordinance on its second reading title only in the next regularly scheduled Board of Directors meeting.
Page 3 of 7 The Mayor called for the Clerk to read the ordinance title only. The Clerk read: AN ORDINANCE ADOPTING AND ENACTING A NEW MUNICIPAL CODE OF ORDINANCES OF THE CITY OF ARKADELPHIA, ARKANSAS, ESTABLISHING THE SAME; PROVIDING FOR THE REPEAL OF CERTAIN ORDINANCES NOT INCLUDED THEREIN, EXCEPT AS HEREIN EXPRESSLY PROVIDED; PROVIDING FOR THE EFFECTIVE DATE OF SUCH CODE AND A PENALTY FOR THE VIOLATION THEREOF; PROVIDING FOR THE MANNER OF AMENDING SUCH CODE; AND PROVIDING FOR THE EFFECTIVE DATE OF THIS ORDINANCE, AND Director Byrd made the motion seconded by Director Jones to place the ordinance on its third reading title only in the next regularly scheduled meeting. The motion passed unanimously. CONSIDER ORDINANCE WAVING COMPETITIVE BIDDING FOR DRAINAGE PIPE REHAB Mr. Myers explained during the last Board of Directors meeting pipes at Cypress and Twin Rivers are in disparate need of repair. Mayer Specialty Services L.L.C has given the city a quote of $28,000.00. This company is the only one in Arkansas that he has found. This is a repair that the City of Arkadelphia can afford. Replacing the pipes is not feasible due to the underground utilities. Staff recommends adopting the ordinance waving competitive bidding with the emergency clause to start work immediately. Director Byrd made the motion seconded by Director Winfrey to place this ordinance waving competitive bidding on its first reading. The motion passed unanimously. The Mayor called for the Clerk to read the ordinance in its entirety. The Clerk read: AN ORDINANCE APPROVING AN EXPENDITURE OF FUNDS OVER TWENTY THOUSAND DOLLARS, DECLARING AN EMERGENCY AND SUSPEND THE RULES Director Byrd made the motion seconded by Director Rider to suspend the rules and place the ordinance on its second reading title only. The motion passed unanimously. The Mayor called for the Clerk to read the ordinance title only. The Clerk read: AN ORDINANCE APPROVING AN EXPENDITURE OF FUNDS OVER TWENTY THOUSAND DOLLARS, DECLARING AN EMERGENCY AND SUSPEND THE RULES Director Byrd made the motion seconded by Director Rider to suspend the rules and place the ordinance on its third and final reading title only. The motion passed unanimously. The Mayor called for the Clerk to read the ordinance title only. The Clerk read: AN ORDINANCE APPROVING AN EXPENDITURE OF FUNDS OVER TWENTY THOUSAND DOLLARS, DECLARING AN EMERGENCY AND
Page 4 of 7 Director Byrd made the motion seconded by Director Winfrey to adopt the ordinance with the emergency clause. The motion passed unanimously. CONSIDER BIDS FOR THE POLICE VEHICLES Assistant Chief Jackson stated staff advertised an invitation to bid for (3) new 2016 Toyota Camry Hybrid police cruisers and a separate bid for (2) CID detective vehicles and (1) ½ ton, extended cab pickup for code enforcement in the Sunday, March 13 th, 2016, Arkansas Democrat Gazette. Bids were opened and read publicly at 2:00 PM and 2:30 PM on Wednesday, March 30th, 2016. Invitation to bid was also delivered to Gildner Autogroup and Orr Toyota via email. One bid was received for Hybrid police cruisers from Landers Toyota (Benton) for $101,211.00. One bid was received for CID vehicles and Code enforcement pickup and it was from Reliable Chevrolet (Richardson, Texas) in the amount of $71,393.00. The Chevrolet Impala Police Package has been discontinued by Chevrolet and orders were stopped in December, 2015, Reliable Chevrolet had ordered a large number of the cars in preparation. These bids are the same price as the State Contract price for all six vehicles plus police-specific equipment for the Hybrid police cruisers and CID detective vehicles. The combined total of the two bids is $172,604.00, which is approximately $1,604.00 (0.93%) above the amount approved by the Board of Directors in the 2016 Budget ($171,000). Staff recommends awarding the Hybrid police cruiser bid to Landers Toyota in the amount of $ 101,211.00. Staff recommends awarding the CID vehicle and pickup truck bid to Reliable Chevrolet in the amount of $ 71,393.00. Director Winfrey made the motion seconded by Director Byrd to award the bids as recommended. The motion passed unanimously. CONSIDER FINANCE/LEASE ORDINANCE FOR POLICE VEHICLES Mr. Bolt stated staff is recommending approving the proposed ordinance for the financing of the 6 Police vehicles. Staff requested interest quotes to provide financing for of the 6 vehicles. We received 5 quotes from our local Banks. Regions had a lower interest rate but required additional $1,000,000 lability insurance resulting in an estimated $1,500 per year per car making a deal with them the most expensive. Southern provided the lowest overall cost with a quote 2.12% percent and monthly payments of $3,036.66. Financing Quotes Bank tax emempt interest non-tax Exempt payment Ease of compliance Bank of the Ozarks 2.275% $3,046.17 ok 3.50% $3,139.97 ok Citizens Bank 2.20% $3,042.89 ok Regions 2.02% $3,026.87 challenging Some terms are not agreeable or would drive up over all cost Requires additional liablity insurance at a cost of about $150 per month per vehicle Southern 2.12% $3,036.66 ok 3.29 $3,127.28 U.S. Bank 2.55% $3,067.07 unknow Appears Challgening Staff recommends placing this ordinance on its first reading. There is no need for an emergency clause. Director Winfrey made the motion seconded by Director Jones to place the ordinance on it first reading. The motion passed unanimously. The Mayor called for the Clerk to read the ordinance in its entirety. The Clerk read:
Page 5 of 7 AN ORDINANCE APPROVING THE FINANCING WITH SOUTHERN BANCORP FOR THE PURCHASE OF 6 POLICE VEHICLES, AND FOR OTHER PURPOSES: Director Jones made the motion seconded by Director Byrd to place this ordinance on its second reading title only in the next regularly scheduled meeting. The motion passed unanimously. CONSIDER RECOMMENDATION FROM THE PARKS AND REC COMMITTEE ORDINANCE PARK RULES Mr. Volz stated after a request by the Board of Directors, Parks & Recreation staff began research and development of a policy for tobacco free parks. Through the research, staff discovered that there were no other ordinances governing the parks and recreation facilities. Staff took this opportunity to create and present an ordinance of rules for all Parks & Recreation facilities. The ordinance has been approved by the Parks & Recreation Advisory Committee. Director Byrd made the motion seconded by Director Winfrey to place the ordinance on its first reading. The motion passed 5 to 1 with Rider voting No. The Mayor called for the Clerk to read the ordinance in its entirety. The Clerk read: AN ORDINANCE ADOPTING FOR THE CITY OF ARKADELPHIA AN ALL PARKS AND PARKS AND RECREATION FACILITIES POLICY Director Winfrey made the motion seconded by Director Jones to place the ordinance on its second reading title only in the next regularly scheduled meeting. The motion passed 5 to 1 with Rider voting No. CITY MANAGER S REPORT He stated in enjoyed the Arkansas Leadership Prayer Breakfast this morning with the Mayor. Blake Baccam, a junior Political Science /History major at Henderson was an intern at Town Hall this Semester. He joined us on Tuesdays, Thursdays and Fridays from 12:30-2:30 p.m. and provided much needed support for the Administrative staff. Blake graduated from Bismarck high school and hopes to go on to law school after he gets his bachelor's degree. While here, Blake was requested by the me to do a Summary Analysis on the renaming of Pine Street from historical records housed at Town Hall and an article out of the University of Tennesse, Knoxville on January 3, 2013 dealing with Street naming and the politics of belonging: spatial injustices in the toponymic commemoration of Martin Luther King Jr by Derek H. Alderman a & Joshua Inwood. His Summary Analysis is available by request. Michelle Anthony began working today with us as our new airport manager and will be working with HSU to insure a smooth transition by June1. This change will require extra attention by me to set Ms. Anthony up for success. Staff was informed that the city will have to wait until after Mid-year for the asbestos abatement for the property on Pine Street. Staff had a ribbon cutting for the official opening at the YSC new baseball/softball pod.
Page 6 of 7 There will be a Town and Gown event at the First United Methodist Church tomorrow from 2-3 p.m. It is open to the public. This event will be celebrating the relationship of HSU the city and the chamber. Staff and some Board members will be attending HSU 125 Anniversary Gala this Saturday. I encourage everyone to come to the Arkadelphia Recreation Center Friday and join in the Relay for Life event from 6 pm to 12 am. FUTURE AGENDA ITEMS None ROUTINE BUSINESS Jason Jones, Ward 1- No report. Scott Byrd, Ward 3- With the nicer weather please be cautious of the Motorcyclists. He picks up his Cannonball bike this weekend and he is ready for the ride in September. Joann Nelson, Ward 4- She announced the Masonic will have a pancake breakfast on April 30 starting at 7 a.m. at the Gennesaret Baptist Church. David Rider, Ward 5-No report. Julie Winfrey, Ward 6 Director at Large-She stated that Crawfest will be on April 29 and 30. On May 13 there will be a Drive-In movie at the Rec Center parking lot. Dick Rudolph, Ward 2 Assistant Mayor-Absent. James Calhoun, Mayor-He announced he enjoyed the dedication of the fields last Friday and he enjoyed attending the Leadership Prayer breakfast this morning. ADJOURNMENT There being no more business to discuss, Director Byrd made the motion seconded by Director Jones to adjourn. The motion passed unanimously and the meeting adjourned at 6:47 p.m. James Calhoun, Mayor Rendi Currey, City Clerk
Page 7 of 7 REGULAR CALLED MEETING BOARD OF DIRECTORS Boardroom 5:30 p.m. Jason Jackson Jennifer Story Henry Wilson Al Harris Nancy Anderson Beverly Myers Kenny Myers Bruce Bell Mike Volz Sharon Robinson Golden Shemar Dickens Jason Nelson Johnathon Boyce Michelle Anthony