Board of Directors

MINUTES BOARD OF DIRECTORS MEETING MAY 5, 2003, AT 7:00 P.M. The regular meeting of the Board of Directors was held on Monday, May 5, 2003, at 7:00 p.m., Board Chambers, City Hall, with Mayor Mike Bush presiding. The invocation was given by Ms. Paula Childs, and Pledge of Allegiance to the Flag was led by Mayor Bush. Mayor Bush called the meeting to order at 7:00 p.m. 1 Roll Call Roll call was as follows: Present: Directors Peggy Maruthur, Elaine Jones, Burt Newell, Carroll Weatherford, Bill Edwards, Bob Wheeler, and Mike Bush, total 7. 2 Approval of Agenda A motion was made by Director Wheeler, duly seconded by Director Edwards, that the agenda be approved; and upon voice vote, the motion unanimously carried. 3 Approval of Minutes of April 21, 2003 Board Meeting A motion was made by Director Jones, duly seconded by Director Maruthur, that the minutes of the April 21, 2003 Board Meeting be approved; and upon voice vote, the motion unanimously carried. 4 Recognition of Guests City Manager Kent Myers introduced Ms. Angie Byrne, Metropolitan Planning Organization Transportation Planner. Also, a consultant will be working with her beginning next week; and regular reports will be submitted to the Board.  Finance Director Linda Baker recognized Ms. Kara Bushkuhl, State Representative for Government Finance Officers’ Association, who stated that the Certificate Program has be en in place since 1946. She explained the criteria for receiving this certificate and stated this is the ninth consecutive year the City has received this award. On behalf of the GFOA, she presented a Certificate of Achievement for Excellence in Financial Reporting to the City for its comprehensive annual financial report for the fiscal year ending December 31, 2001. Financial Director Linda Baker expressed appreciation to the Board for its support and recognized Dorothy Garner and Sandy Newell of the Finance Department. CONSENT AGENDA The Consent Agenda consisted of the following: 5 Public Safety Report (April 22, 2003). 6 Proposed Resolution No. R-03-112 Approving Certain Bid Awards Pursuant to Ordinance No. 4609 (Purchasing Procedures): (a) Communications Equipment - Fire Department [awarded to Mid-South Communications in the amount of $96,770]; (b) Tires - Intracity Transit and Fleet Service [annual s upply contract awarded to Bridgestone/Firestone and The Retread Shop]; (c) Portable Toilets - Civic Center and Parks Department [awarded to Hot Springs Rent X in the amount of $73.92 per month per unit for twice-a-week service]; (d) Hot Mix Asphalt (picked up) - Public Works [annual supply contract awarded to Martin Marietta]; (e) Trench Shoring Equipment - Utilities (removed from the agenda); and (f) Scoreboard - Civic Center Expansion [awarded to Rainey Electronics and Power Ad in the amount of $106,609]. 7 Proposed Resolution No. R-03-113 Authorizing the Mayor to Execute a Subordination Agreement between the Garland County Industrial Development Corporation, the Arkansas Development Finance Authority, and the City of Hot Springs, Arkansas, for Financing the Construction of a Spec Building in the Office and Technology Park at the Airport. 8 Proposed Resolution No. R-03-114 Authorizing the Mayor to Execute a Lease Agreement with Garland County Industrial Development Corporation to Construct a Spec Building at the Hot Springs Office and Technology Park. 9 Proposed Resolution No. R-03-115 Authorizing the Mayor to Execute Supplementary Lease Agreement No. 1 with the United States of America for Transportation Security Administration (Office Space at the Airport). 10 Proposed Resolution No. R-03-116 Awarding a Contract for Engineering Services (Construction of an Aircraft Parking Ramp [Apron] to Grimes Consulting Engineers, Inc. 11 Proposed Resolution No. R-03-117 Authorizing the Filing of a Grant Application with the Arkansas State Aeronautics Department for Construction of an Aircraft Parking Ramp [Apron]. 12 Proposed Resolution No. R-03-118 Approving Change Order No. 2 and Change Order No. 3 with Daveco Construction for 2002-2 Sewer Improvement Project. 13 Proposed Resolution No. R-03-119 Awarding a Contract to Affiliated Engineers for Engineering Services for Utilities Relocation (Highway 227 and Sunshine Road). 14 Proposed Resolution No. R-03-120 Authorizing the Mayor to Execute a Work Order to the Contract with NRS Engineering for the Design and Construction of the South West Hot Springs Wastewater Treatment Facility. 15 Proposed Resolution No. R-03-121 Creating a Transportation Advisory; and for Other Purposes. 16 Proposed Resolution No. R-03-122 Authorizing Participation in the U. S. Communities Purchasing Alliance. Board of Directors Meeting 3 May 5, 2003 at 7:00 P.M.  A motion was made by Director Wheeler, duly seconded by Director Jones, that the Consent Agenda be approved. Regarding Item No. 6b (bid award for tires for Intracity Transit and Fleet), Director Maruthur questioned the explanation in the Board packet which stated that when other dealers were questioned on submitting a bid, the y responded they could not compete with prices being offered by the successful bidders. City Manager Kent Myers explained that it means after the fact. He added that the City called several of the dealers and questioned why they did not submit a bid. The bids were opened at that point in time, and they knew what the bids were but decided they could not compete. Deputy City Manager Lance Hudnell stressed these are sealed bids, and no one knows what the bid prices are. Director Maruthur commented that it was sent to fourteen tire vendors; but only two were returned. Deputy City Manager Lance Hudnell explained that the City received only two bids; and after they were opened, the City contacted the other bidders questioning why they did not bid. Regarding Item 6f (electronic scoreboard), Director Maruthur questioned the most responsible bidder; and Mr. Gordon Mahoney explained that in determining the most responsible bidder, the bid criteria is considered, such as the amount of the bid and how close they met the specifications. Director Maruthur pointed out where the two bidders are listed, the low bidder was not awarded the bid. Mr. Mahoney replied that in their opinion, the low bidder was not the most responsible bidder because they did not meet the specifications. Director Wheeler questioned the size of the scoreboard, and Mr. Mahoney replied there are three scoreboards. The one in the center is approximately 11 feet square by 6 feet high. The end boards are 3 feet in height by 24 feet wide. City Manager Kent Myers advised that Item No. 6(e) [trench shoring equipment for Utilities] is not ready for consideration; therefore, that item needs to be deleted from the agenda. Board of Directors Meeting 4 May 5, 2003 at 7:00 P.M.  Mayor Bush then called for a vote on the motion to approve the agenda, as amended; and upon roll call, the following voted “aye”: Directors Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unanimously carried. NEW BUSINESS 17 University of Arkansas Regional Parks Plan Presentation Parks and Recreation Director Jean Wallace advised that in January 2003, Fifty for the Future contracted with the University of Arkansas recreation program to have a graduate recreation class conduct a study outlining the benefits that a regional park will bring to this area. Students from Dr. Merry Moseichick’s “School and Community Research and Evaluation” class have been working on this project for the spring semester and will present the results of their research. Topics the students have investigated include an economic impact study of the value of a regional park to the community, a marketing plan, a business plan, a comparative fee study and corporate sponsorship, grant opportunity, and enterprise fund recommendations. In addition to the regional park, the students visited Hot Springs in February 2003, and conducted risk assessments in the City parks as part of their required class curriculum. She then introduced Dr. Merry Moseichick. Dr. Merry Moseichick recognized Ms. Ashley Steim, spokesperson for the class, who stated that the purpose of their project was to determine the feasibility of a regional park for Hot Springs. She then gave a slide presentation pointing out that the first step in the project was to conduct a comparison study and where Hot Springs stood among other cities in the state and nation. They used Kansas City standards due to similarity in geography and climate and determined that Hot Springs is in need of three baseball fields, four pavilions, eleven playgrounds, four soccer fields, three swimming pools, and eighteen softball fields. They chose the best cities that compare with Hot Springs population, which were Bolingbrook, Illinois; Germantown, Tennessee; St. Charles, Illinois; and Westerville, Ohio. Hot Springs has considerably less acres per 1,000 people, staff per 1,000 people, and budget per capita. They did another comparison with northwest Arkansas and compared Hot Springs with Bentonville, Fayetteville, Springdale, and Rogers. Hot Springs is last in acres per 1,000 population and is ahead of only Springdale in staff and budget. This shows there is a great need for improved facilities in Hot Springs. The projected regional park is at the Humphrey’s Dairy Farm property, which is 482 acres. She showed a conceptual plan for the park, which includes four lighted softball fields, five soccer game fields, and eleven proposed soccer practice fields, and seven softball Board of Directors Meeting 5 May 5, 2003 at 7:00 P.M. practice fields. Along with these fields, there are multiple pavilions and picnic areas, nature and hiking trails, biking trails, a painter’s point, a courtesy dock and fishing pier, and other amenities. To build this park, there must be budget projections. The total is $361,000; and the projected revenue is $1.3 million. Regarding the proposed organizational chart for the Department of Parks and Recreation, the current position is the Director of Parks and Recreation; and below that, they have proposed a park director for the regional park, a sales manager to sell and promote the park, and a facility manager to handle the maintenance for the park. Other positions are current positions already within the Parks and Recreation Department. The business plan includes eight areas that are revenue generators: (1) leagues; (2) concessions; (3) sponsorships; (4) facility rental; (5) tournaments; (6) parking; (7) vending space; and (8) economic impact. The economic impact study shows the amount of revenue that will be brought into the City from outside visitors. The study was based on 42 visitors a team, with each team spending $5,204; and the average for a tournament is 40 teams, which would amount to $204,000. With 20 tournaments, that would be $4 million. With the recirculation of money in the City, the total economic impact for the City is over $6 million. The tax impact of this $6 million, at four percent, would be $163,000. For the local tax, what they had projected is a policy change since the regional park will bring in $6 million of economic impact; and they recommend that the tax money from that be returned to the regional park or the budget for the Parks and Recreation Department increased by this amount. The total gross is $1.3 million, with a net profit of $826,000. She said the Board has to approve the bond election, and the citizens have to vote in support of building this regional park. City Manager Kent Myers advised that copies of the entire report are available to the Board, and he will make copies later this week. He complimented the students on the report and particularly the student on the marketing plan for the bond issue (Jerrod Henry). He stated this is a section on how to run a successful bond campaign. He advised that no action is required tonight, but staff will use this information in future discussions. A work session will be held Monday night, and one of the topics is Humphrey Dairy Park. Other members of the group were then introduced: Jerrod Henry, Nathan Henry, Alicia Kramer, Michael Perrett, Erin Gorman, Heather McClain, Brett Owen, Joey Galarza, Debbie Nolan, and Carol Tosag. Mayor Bush expressed appreciation to Fifty for the Future for funding this study. 18 Proposed Resolution No. R-03-123 Board of Directors Meeting 6 May 5, 2003 at 7:00 P.M.  A resolution entitled, “A RESOLUTION APPROVING THE SELECTION OF MORGAN KEEGAN FOR THE PROVISION OF CERTAIN FINANCIAL ADVISORY SERVICES,” was taken from the agenda and read by title only. A motion was made by Director Wheeler, duly seconded by Director Edwards, that the resolution be adopted as read; and upon roll call, the following voted “aye”: Directors Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unanimously carried. Whereupon the resolution was declared adopted. 19 Proposed Ordinance No. O-03-47 An ordinance entitled, “AN ORDINANCE WAIVING THE REQUIREM ENTS OF COMPETITIVE BIDDING FOR THE LEASING OF TWO REFUELERS FROM AVFUEL CORPORATION (SOLE-SOURCE); AND FOR OTHER PURPOSES,” was taken from the agenda for consideration. A motion was made by Director Edwards, duly seconded by Director Weatherford, that the rules be suspended and the ordinance be read for the first time by title only; and upon voice vote, the motion unanimously carried. The ordinance was then read for the first time by title only; and upon the question “Shall the ordinance be passed as read?” and upon motion of Director Weatherford, duly seconded by Director Wheeler, that the ordinance be passed as read; and upon roll call, the following voted “aye”: Directors Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unanimously carried. Whereupon the ordinance was declared passed. 20 Proposed Ordinance No. O-03-48 An ordinance entitled, “AN ORDINANCE AMENDING ORDINANCE NO. 4834 (HOT SPRINGS DRAINAGE SPECIFICATIONS ORDINANCE) BY ADDING A NEW ARTICLE VI (EXISTING DRAINAGE STRUCTURES); AND FOR OTHER PURPOSES,” was taken from the agenda and read by title only. A motion was made by Director Edwards, duly seconded by Director Wheeler, that the rules be suspended and the ordinance be read for the first time by title only; and upon voice vote, the motion unanimously carried. The ordinance was then read for the first time by title only; and Board of Directors Meeting 7 May 5, 2003 at 7:00 P.M. upon the question “Shall the ordinance be passed as read?” and upon motion of Director Jones, duly seconded by Director Maruthur, that the ordinance be passed as read; and upon roll call, the following voted “aye”: Directors Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unanimously carried. Whereupon the ordinance was declared passed. 21 Proposed Ordinance No. O-03-49 An ordinance entitled, “AN ORDINANCE AMENDING ORDINANCE NO. 4835 (HOT SPRINGS STREET SPECIFICATIONS ORDINANCE) BY ADDING A PROVISION REGARDING PLACEMENT OF DRIVEWAY CULVERTS; AND FOR OTHER PURPOSES,” was taken from the agenda for consideration. A motion was made by Director Edwards, duly seconded by Director Wheeler, that the rules be suspended and the ordinance be read for the first time by title only; and upon voice vote, the motion unanimously carried. The ordinance was then read for the first time by title only; and upon the question “Shall the ordinance be passed as read?” and upon motion of Director Edwards, duly seconded by Director Wheeler, that the ordinance be passed as read. Upon discussion, Director Maruthur asked if there was a discussion where it might be a better standardization if the City provides the culvert pipe. Public Works Project Director Ron Kohler explained that the pipe a citizen purchases would have to meet the standards of the City’s ordinance for pipe specifications. Director Maruthur said it was her understanding if there was a request from a citizen, that the City install it and the citizens pay for the cost of the pipe. Deputy City Manager Lance Hudnell advised they can do that. Director Edwards commented that, in the past, if a citizen wanted a driveway tile installed, the City contacted the engineer to look at the drainage situation and determine the size of the pipe and order according to the engineer’s determination. Mayor Bush then called for a vote on the motion to adopt; and upon roll call, the following voted “aye”: Directors Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unanimously carried. Whereupon the ordinance was declared passed. Board of Directors Meeting 8 May 5, 2003 at 7:00 P.M. 22 Proposed Ordinance No. O-03-50 An ordinance entitled, “AN ORDINANCE WAIVING THE REQUIREMENTS OF COMPETITIVE BIDDING FOR THE EXCHANGE OF CERTAIN REAL PROPERTY FOR HOT SPRINGS SEWER LIFT STATION LOCATED ON FONTANA STREET (DARIN MEYERS); AND FOR OTHER PURPOSES,” was taken from the agenda for consideration. A motion was made by Director Wheeler, duly seconded by Director Maruthur, that the rules be suspended and the ordinance be read for the first time by title only; and upon voice vote, the motion unanimously carried. The ordinance was then read for the first time by title only; and upon the question “Shall the ordinance be passed as read?” and upon motion of Director Weatherford, duly seconded by Director Edwards, that the ordinance be passed as read; and upon roll call, the following voted “aye”: Directors Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unanimously carried. Whereupon the ordinance was declared passed. OTHER BUSINESS 23 Board of Directors Items Director Jones expressed appreciation to Planning and Development Director Jerry Raetz and his staff for hosting the Pleasant Street Civic Center Association meeting and said she would like to see citizens from the other side beside the Langston Spa Chapter form another association. She added they need at least ten in District 2. Also, she expressed appreciation to those who have contributed to the bone marrow transplant for Sheila Beavers, an employee at Kroger’s. Director Edwards expressed appreciation to City Manager Kent Myers for writing a letter to Mr. Robert Lewis, Chief Engineer with the State Highway Department, in expressing a desire to have the light installed at Lakeland, Files Road and Central as soon as possible. He reported Board of Directors Meeting 9 May 5, 2003 at 7:00 P.M. that individuals can be cited for attaching garage sale signs to utility poles. He expressed appreciation to Sergeant Johnny Mann for the excellent job he and the Police Department did at the race track in controlling the traffic, with no accidents. Director Maruthur announced that on Thursday, May 8, District 1, will have a bus tour to be attended by the City Manager, department heads, and any of the Directors. Any citizen having a request to look at any problems may call her at 624-1965. She also reported that Paul Anthony Nagey is still in need of medical care, and donations can be made at Regions Bank. The Account No. is 81-45-230306. Director Wheeler expressed appreciation for a park in District 6, which will be used by all districts. He announced that the Tourism Dinner will be held on May 13, Horner Hall, at 6:30 p.m. 24 City Manager’s Report Due to City Manager Kent Myers’ leaving the meeting prior to adjournment, Deputy City Manager Lance Hudnell gave the following report: 1. Regarding the District 1 tour on Thursday, the Directors need to notify Margaret Parris if they can attend. 2. On Wednesday, May 7, there will be a new resident advisor for First Transit, Mr. William “Rick” Brown, from South Carolina. He has been with the city of Spartanburg, South Carolina, for about ten years and ten years previous to that with several transit systems in Alabama, Montana, and Illinois. 3. It was the consensus of the Board to hold a work session on Monday, May 12, at 5 p.m. Also, the agenda meeting will be held as part of that meeting. 4. The Farmer’s Market will begin Saturday, May 17, at the Transportation Plaza and will continue every Wednesday and Saturday from 6 a.m. to 11 a.m. through the growing season. 25 ADJOURNMENT Board of Directors Meeting 10 May 5, 2003 at 7:00 P.M.  There being no further business to come before the Board, the meeting adjourned at 7:40 p.m., to meet again on Monday, May 19, 2003, at 7:00 p.m. ATTEST: _____________________ APPROVED:__________________ Lance Hudnell, City Clerk Mike Bush, Mayor Board of Directors Meeting 11 May 5, 2003 at 7:00 P.M.