Board of Directors

MINUTES BOARD OF DIRECTORS MEETING SEPTEMBER 15, 2003, AT 7:00 P.M. The regular meeting of the Board of Directors was held on Monday, September 15, 2003, at 7:00 p.m., Board Chambers, City Hall, with Mayor Mike Bush presiding. The invocation was given by Mr. Dusty Diggs, 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 Maruthur, that the agenda be approved; and upon voice vote, the motion unanimously carried. 3. Approval of Minutes of September 2, 2003 Board Meeting A motion was made by Director Edwards, duly seconded by Director Wheeler, that the minutes of the September 2, 2003 Board Meeting be approved; and upon voice vote, the motion unanimously carried. 4. Recognition of Guests No guests were present for recognition. CONSENT AGENDA The Consent Agenda consisted of the following: 5. Public Safety Report (September 3, 2003) (Item No. 164 Consider Safety Measures in Dangerous Intersection Coming off Oxford at N. Lakeshore removed from Public Safety Report for separate consideration). 6. Proposed Resolution No. R-03-217 Approving Certain Bid Awards (a) Fire Hose and Hardware - Fire Department [awarded to Ferrara in the amount of $31,996.50]; (b) Fire Alarm - Fire Department [reject and rebid]; and (c) Sanitation Truck - Sanitation Department [awarded to Timberline International in the amount of $88,450]. 7. Proposed Resolution No. R-03-218 Appointing Marvin (Rick) Lewis to the Airport Advisory Committee. 8. Proposed Resolution No. R-03-219 Appointing James Frierson, Jr. to the Parks and Recreation Advisory Committee. 9. Proposed Resolution No. R-03-220 Appointing Long Hua Xu and Marcia Dobbs Smith to the Historic District Commission. 10. Proposed Resolution No. R-03-221 Awarding a Contract to Taylor/Kempkes Architects for the Design Guidelines for the Central Avenue Historic District. 11. Proposed Resolution No. R-03-222 Accepting a Grant from the Federal Transit Administration, United States Department of Transportation, for Federal Transportation Operating Assistance as Authorized by 49 U.S.C. Chapter 53, Title 23, United States Code, and Other Federal Statutes Administered by the Federal Transit Administration. 12. Proposed Resolution No. R-03-223 Accepting a Grant from the Arkansas State Highway and Transportation Department (D.W.I. and Other Drug and Occupant Protection Program). 13. Proposed Resolution No. R-03-224 Authorizing an Agreement between the City of Hot Springs, Arkansas, and the Arkansas State Highway and Transportation Department for Relocation of a Utility Line at the Westinghouse Interchange and MLK Expressway. 14. Proposed Resolution No. R-03-225 Amending Resolution No. 4965 (Facility Use Policy for the Transportation Center) by Adding Requirements Regarding Electrical Connections. A motion was made by Director Wheeler, duly seconded by Director Maruthur, that the Consent Agenda be approved. Upon discussion, City Manager Kent Myers reported that Director Jones has received several phone calls on Item No. 164 (Consider Safety Measures in Dangerous Intersection Coming off Oxford at N. Lakeshore ) of the Public Safety Report and requested that the item be removed from the Public Safety Report for separate consideration. Director Edwards questioned the bid award on the Sanitation truck and asked if it is the body style, and Mr. Greg Speas, Fleet Service Director, advised that it is between two different body styles. He explained that one of the bids did not meet specifications (had a trough in the bid, which from past experiences does not work due to a lot of wear in the bottom of the sanitation truck). Staff determined that with the wear items that are in the trough and the problems in the past, that it would be better to buy the bed that did not have the trough. Mayor Bush then called for a motion to approve the Consent Agenda, as amended; and upon roll call, the following voted “aye”: Directors Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unani- mously carried. NEW BUSINESS 5. Public Safety Report - Item No. 164 Consider Safety Measures in Dangerous Intersection Coming off Oxford at N. Lakeshore). Upon discussion, City Manager Kent Myers suggested tabling this item since there is no staff member present who was part of the discussion on this item. A motion was made by Director Jones, duly seconded by Director Maruthur, that this item be tabled until the next Board Meeting; and upon voice vote, the motion unanimously carried. 15. Proposed Resolution No. R-03-226 A resolution entitled, “A RESOLUTION APPROVING A REVISED BUS ROUTE STRUCTURE AND DESIGNATED STOPS FOR HOT SPRINGS INTRACITY TRANSIT,” was taken from the agenda and read by title only. A motion was made by Director Edwards, duly seconded by Director Maruthur, that the resolution be adopted as read. Upon discussion, Mr. Rick Brown, Intracity Transit Resident Advisor, advised that the IT fixed route system has been staying steady on ridership over the past few years due to the fact that the routes have been extended beyond time limits that restrict the system’s operation. This resolution eliminates some pieces of routes that are nonproductive and realign- ing the routes to get them back within a one-hour headway. He noted that the system is presently using "flag” stops, which is unsafe and the driver never knows where the stop is and many time "flag” stops are time restrictive. He explained that this resolution sets up a list of designated stops for the system. There will be signs and people will be able to catch the bus at those locations only. A number of changes have been made to the routes. Mayor Bush commented that the only complaints he has received is that the bus is 45 minutes late and this will address the problem of being on time. Mr. Brown presented a map and explained the routes. Route1, Mall route, there are a number small changes and one major change. The bus will no longer go to St. Joseph’s Hospital and cutting back over to Central Avenue and down to the Mall. The bus will go straight down Higdon Ferry Road to the Mall and then come back Central, which saves six or seven minutes on the route. He added that they will go into one central, main entrance and out of the Mall. Regarding the loop by the Clarion Hotel, he noted there is some small ridership but not enough to make that trip every time the bus goes out so they are setting that up on a call-in basis, which is called a route deviation and only do that upon request. They are eliminating going through Cornerstone Shopping Center and making a stop at the entrance and one at the exit. There is a change at the Kroger Store and were going into the Kroger parking lot but moving the stop to the street. On Route 2, there are no major changes except they are going down Albert Pike on the way back in rather than going down Greenwood. This saves about 4 or 5 minutes on that route. Route 3, there are a number of changes. The Walnut loop on Route 3 has been eliminated. Regarding the loop at the end of Whittington, it will be a route deviation, and will be a call-in or if a passenger gets on the bus and wishes to go there, they can request that. The other change is in the Indiandale Shopping Center and they will no longer go into the center. They will stop in front of the center.  Director Jones said instead of going into Kroger, will they stop on the same side of the street as Kroger; and Mr. Brown advised that they will stop on the same side of the street and will not have to cross the street. Director Maruthur stated there are some route breakdowns listed in the Board Action Form and times mentioned. She asked how many minutes total will they be cutting out, and Mr. Brown advised that they are cutting out about 10 min- utes on each route but in essence they are gaining about 10 minutes except for Route 2 and they are gaining an addition- al 5 minutes. He further explained that they usually start out running about 10 minutes behind and then keep gaining time during the day and losing time and by the end of the day, they usually are around 45 minutes to an hour off. So they will gain about ten minutes per route here, and then when they do the designated stops, they should gain another four or five minutes on the route. Director Maruthur asked if the new bus stop signs are going to indicate the different places that they stop, and Mr. Brown replied that the new bus stop signs will be at each new stop location. Director Maruthur questioned if each sign will indi- cate all the signs on that route or will it just be a bus stop sign, and Mr. Brown advised that it will just be a bus stop sign for that location but they are going to try to get a list published in the newspaper of the stops and will hand them out if necessary so the public knows where the stops are. Mayor Bush commented that the complaints he has heard are regarding time delay but if they put out the designated stops and get on time, he believes this will improve things. He requested that Mr. Brown return to the Board in about six or eight months and give an update on how this is working. Director Edwards asked if they are going to have a schedule on each bus to hand to the riders, and Mr. Brown advised they are. He added that the present schedules will be revised to reflect the new schedule and bus stops. He mentioned they will have standard time points and there will not be a time point for every bus stop. Director Wheeler questioned Route 1 (Central Avenue), which stops at Cornerstone and Kroger (old Wal-Mart shopping center) will be on Central rather than going into these centers and questioned if it was safe to be on Central with a stop because there is only about a block to stop coming over the hill coming in. Mr. Brown replied that they considered that and have the stop located in such a position that it is safe. Director Maruthur stated that in regard to Route 3, she would like to see Cedar, Pine, and Walnut Loop as a call-in. She pointed out there are a lot of elderly people are dependent on that. City Manager Kent Myers asked if there are any riders on that loop, and Mr. Brown advised that occasionally they have three or four on a good day. He said that if the Board wishes, they could put it in as a call-in loop. A motion was made by Director Maruthur, duly seconded by Director Jones, that the resolution be amended by includ- ing the Cedar, Pine, and Walnut loop on Route 3 (east/north side) as a call-in basis; and upon voice vote, the motion unan- imously carried. Mayor Bush then called for a vote on the motion to adopt the resolution, as amended; and upon roll call, the following voted “aye”: Directors Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unanimous- ly carried. Whereupon the resolution was declared adopted, as amended. 16. Proposed Resolution No. R-03-227 A resolution entitled, “A RESOLUTION APPROVING THE SALE OF CERTAIN SURPLUS PROPERTY (VERNEL AND WISE STREETS - PART OF PARCEL #51028),” was taken from the agenda and read by title only. City Manager Kent Myers explained that two bids were received on this property and today he talked with both bidders and he recommended that the Board table this issue because he believes there is a possible way that the needs and inter- ests of both parties may satisfied, possibly by splitting the property into two sections. He recommended that the Board table this to allow staff an opportunity to meet with the two bidders on site and see if both of their needs and interest can be met. A motion was made by Director Maruthur, duly seconded by Director Edwards, that the resolution be tabled until the next meeting; and upon roll call, the following voted “aye”: Directors Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unanimously carried. 17. Proposed Ordinance No. O-03-85 An ordinance entitled, “AN ORDINANCE WAIVING THE REQUIREMENTS OF COMPETITIVE BIDDING FOR THE PROCUREMENT OF SEWER GRINDER PUMP TESTING EQUIPMENT FROM ENVIRONMENT ONE CORPORATION; AND FOR OTHER PURPOSES,” was taken from the agenda for consideration. A motion was made by Director Wheeler, 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 Edwards, that the ordinance be passed as read. Upon discussion, Mr. Don Cochran, Director of Utilities, stated that staff is recommending adoption of this ordinance. He explained that currently when a grinder pump is repaired, they have to return the pump to the field and have it fully installed before they can run it through a test to determine if it is operating properly. If the pump is not operating prop- erly, they have to remove it, take it back to the repair shop and go through the troubleshooting process again. The pur- pose of this equipment will allow them to test the pump while it is still in the shop, do the full troubleshooting, diagno- sis the problem and make it operational before they take it out to the field and have it installed. The cost of the equip- ment, plus accessories and the shipping is $28,980, which is included in their budget. 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. 18. Proposed Ordinance No. O-03-86 An ordinance entitled, “AN ORDINANCE AMENDING ORDINANCE NO. 4494 (SEWER RATE ORDINANCE) BY REVISING THE TAPPING FEE,” was taken from the agenda for consideration. A motion was made by Director Wheeler, duly seconded by Director Jones, 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 Maruthur, that the ordinance be passed as read. Upon discussion, Mr. Don Cochran, Director of Utilities, advised that Utilities staff is recommending changing the lan- guage for the sewer connection fee ordinance. Currently, the ordinance states there shall be a tapping fee in the amount equal to the actual cost to the City for every customer who connects to the system consisting of the following charges, which includes a sewer connection permit fee of $75, sewer connection tap fee of $125, and if a paving cut is required, it is $25 per square foot. Due to the increase in construction materials and labor costs over the past several years, these tapping fees no longer provide the City with actual recovery of the cost of performing the work. Staff is recommending changing the language to read: There shall be a tapping fee in the amount equal to the actual cost to the City for every customer who connects to the sewer system and the sewer connection permit fee shall be $75. That way the City will be charging the citizens the actual cost of what it takes the City to perform the work. A cost analysis has been done over the past six months to prepare an average cost of doing these taps and the City is not making any profit off of this but just charging what it costs to do the work 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. 19. Proposed Ordinance No. O-03-87 An ordinance entitled, “AN ORDINANCE WAIVING THE REQUIREMENTS OF COMPETITIVE BIDDING FOR THE REPAIR OF A 1975 CATERPILLAR D7 BULLDOZER,” was taken from the agenda for consideration. A motion was made by Director Wheeler, 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 Maruthur, 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. 20. Proposed Ordinance No. O-03-88 An ordinance entitled, “AN ORDINANCE WAIVING THE REQUIREMENTS OF COMPETITIVE BIDDING FOR THE PROCUREMENT OF CERTAIN SOLE-SOURCE ITEMS (MOTOROLA POLICE RADIOS); AND FOR OTHER PURPOSES,” was taken from the agenda for consideration. A motion was made by Director Wheeler, duly seconded by Director Jones, 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 Maruthur, that the ordinance be passed as read. Upon discussion, Police Chief Gary Ashcraft explained that this is for 25 walkie-talkies and 25 car radios. 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. OTHER BUSINESS 21. Board of Directors Items Director Jones announced that the Pleasant Civic Street Neighborhood Association held their meeting on Saturday of last week. She expressed appreciation to City Manager Kent Myers for his attendance. On Thursday night, at the Peace of Lutheran Church, the newly organized association from the Charteroak Street and surrounding areas will have their sec- ond meeting and urged the neighbors to attend this meeting. The first one was at the library, which had a good attendance. Director Edwards commended the employees who do the brushhogging for the City. Director Maruthur stated there is an account at Regions Bank for Paul Anthony Nagey, who is in need of some major rehabilitation and prosthesis. 22. City Manager’s Report City Manager Kent Myers gave the following report: 1. He offered condolences to the family of Dr. Joseph Rosenzweig, who was active in the community. The funeral will be held tomorrow at 3:00 p.m. Also, condolences to the family of David and Nancy Bartlett in the loss of their daughter this weekend. 2. On the Consent Agenda, there were appointments to boards and commissions: Rick Lewis to the Airport Advisory Committee; James Frierson, Jr. to the Parks and Recreation Advisory Committee; and Long Jua Xu and Marcia Dobbs Smith to the Historic District Commission. Also, the Board accepted a grant from the Arkansas State Highway and Transportation Department for $50,000 to pay additional police overtime for increased enforcement of DWI regulations and regulations for child restraint and seatbelt use. 4. A work session will be held on Thursday, September 25, at 5:00 p.m. He noted there is no action taken by the Board during the work session. Some of the items to be discussed will include the 2004 budget, proposed new nuisance abate- ment program, community development block grants, update on the Civic and Convention Center project from John Eisman, including a lawsuit that is still trying to be resolved on the Center; and update on the Water and Sewer Master Plan. This was originally scheduled for 6:00 but due to the length of the agenda, he asked if there would be a problem to start at 5:00 p.m. or 5:30 p.m.. It was the consensus of the Board to meet at 5:00 p.m. 23. ADJOURNMENT There being no further business to come before the Board, the meeting adjourned at 7:40 p.m., to meet again on Monday, October 6, 2003, at 7:00 p.m.