Board of Directors

MINUTES BOARD OF DIRECTORS MEETING JANUARY 5, 2004, AT 7:00 P.M. The regular meeting of the Board of Directors was held on Monday, January 5, 2004, at 7:00 p.m., Hot Spring Civic and Convention Center, Wheeler Room, with Mayor Mike Bush presiding. The invocation was given by Mr. Bill Terry, 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 Brunner-Maruthur, Elaine Jones, Burt Newell, Carroll Weatherford, Bill Edwards, Bob Wheeler, and Mike Bush, total 7. Director Edwards expressed appreciation to Ms. Drew Terry, Mr. Bill Terry, and the Hot Springs Women of Prayer. 2 Approval of Agenda A motion was made by Director Wheeler, duly seconded by Director Brunner-Maruthur, that the agenda be approved; and upon voice vote, the motion unanimously carried. 3 Approval of Minutes of December 15, 2003 Board Meeting A motion was made by Director Edwards, duly seconded by Director Jones, that the minutes of the December 15, 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 (December 19, 2003). 6 Proposed Resolution No. R-04-1 Amending the 2003 Airport Budget. 7 Proposed Resolution No. R-04-2 Authorizing an Agreement with the Greater Hot Springs Chamber of Commerce for Economic and Business Development. 8 Proposed Resolution No. R-04-3 Authorizing the Mayor to Execute Contract Addendum No. 2 with Grimes Consulting Engineers (Aviation Ramp Project). 9 Proposed Resolution No. R-04-4 Authorizing the Filing of a Grant Application with the Arkansas Historic Preservation Program to Conduct a Historic Survey of the Army Navy Hospital Complex. 10 Proposed Resolution No. R-04-5 Awarding a Contract for Construction of a Water Main Relocation Related to the Widening of Highway 70 East to Coakley Company, Inc. 11 Proposed Resolution No. R -04-6 Approving the Extension of Hot Springs Municipal Water Service on Ridgeway Boulevard to Technic Circle. 12 Proposed Resolution No. R-04-7 Expressing the Willingness of the City of Hot Springs to Commit to a Traffic Signal at Highway 7 and Highway 70B (Project No. 061023). A motion was made by Director Wheeler, duly seconded by Director Brunner-Maruthur, that the Consent Agenda be approved; and upon roll call, the following voted “aye”: Directors Brunner-Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unanimously carried.  NEW BUSINESS 13 Proposed Resolution No. R-04-8 A resolution entitled, “A RESOLUTION APPROVING A WATER SYSTEM FACILITIES REBATE AGREEMENT WITH CERTAIN BRATTON DRIVE PROPERTY OWNERS,” was taken from the agenda and read by title only. A motion was made by Director Wheeler, duly seconded by Director Newell, that the resolution be adopted as read. Upon discussion, Mr. Don Cochran, Director of Utilities, explained that in November, the property owners on Bratton Drive requested an amendment to the existing water and sewer line extension rebate policy by extending it from a five-year plan to a ten-year plan, which the Board approved. At a later date, the property owners requested that the City consider a different rebate formula as far as how to disburse the reimbursements that would be more equitable to all of the property owners. He stated there are 21 different property owners who contributed to the total construction of the job, all paying $5,000 to $5,200. When City staff met with Mr. Gerald Wheeler and some of the other residents and engineers, staff requested a fair plan where everyone paid an equal share. The residents returned with an alternative to the City’s policy, which is fair to all parties involved. Therefore, staff has no objection to amending the existing policy and adopting their formula for this particular project. Director Edwards questioned if property owners would pay Mr. Wheeler if they were to tie onto his line, and Mr. Cochran advised they would pay the City. He added that the next customer who ties on will pay $5,000; and the City will collect that, then distribute it to the 21 other property owners. As the next one ties on, then the City would receive their money and distribute it among 22 property owners. He noted as new people come in, that cost share continues to decrease because it is being distributed among more people. Director Edwards asked who will calculate the cost; and Mr. Cochran advised according to the policy, utility staff will be responsible for that for the ten-year period previously approved by the Board. Mayor Bush pointed out that it is fair and equal to all those who tie onto the line. Board of Directors Meeting 3 January 5, 2004, at 7:00 P.M.  Mayor Bush then called for a vote on the motion to adopt; and upon roll call, the following voted “aye”: Directors Brunner-Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unanimously carried. Whereupon the resolution was declared adopted. 14 Proposed Resolution No. R-04-9 A resolution entitled, “A RESOLUTION AMENDING THE CRITERIA FOR THE FUNDING OF OUTSIDE AGENCIES AND ORGANIZATIONS AS ADOPTED BY RESOLUTION NO. 3579,” was taken from the agenda and read by title only. A motion was made by Director Wheeler, duly seconded by Director Jones, that the resolution be adopted as read. Upon discussion, City Manager Kent Myers explained that the Board approved a resolution in January 1997, which restricts funding for some of the local organizations that are not involved in economic development activities; and that policy limits the funding of these agencies to no more than twice during a five-year period. He stated the Board has decided to fund some of the agencies on an annual basis. If the Board wants to consider the funding of these agencies on an annual basis, he said the resolution passed in 1997 needs to be amended. In response to Director Wheeler, City Manager Kent Myers stated that currently there are two agencies which are funded that are non-economic development (Hot Springs Boys’ and Girls’ Club and the Volunteer Center of Hot Springs and Garland County). Director Brunner-Maruthur commented that it is a good policy to evaluate them each year since circumstances change. Mayor Bush then called for a vote on the motion to adopt; and upon roll call, the following voted ”aye”: Directors Brunner-Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unanimously carried. Whereupon the resolution was declared adopted. Board of Directors Meeting 4 January 5, 2004, at 7:00 P.M. 15 Proposed Resolution No. R-04-10 (Authorizing the Mayor to Execute a Memorandum of Understanding with the Arkansas Game and Fish Commission [Construction of a Boating Ramp and Associated Parking at Sunnybrook Access, Lake Hamilton, as Part of Entergy Park]). City Manager Kent Myers advised that staff is not prepared for the Board to consider this item since the Memorandum of Understanding was delivered to the City after Christmas; and he and Parks and Recreation Director Jean Wallace have b een out of town and have not had the opportunity to prepare the cost information. Therefore, he is recommending that this item be removed from the agenda and allow staff time to compile a report. In response to Director Wheeler, he explained this does not impact Entergy Park and is the property owned by Entergy, which is adjacent to that park. He added that the park will continue to be developed on schedule. A motion was made by Director Edwards, duly seconded by Director Weatherford, that the resolution be withdrawn from the agenda; and upon roll call, the following voted “aye”: Directors Brunner-Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unanimously carried. 16 Proposed Ordinance No. O-04-1 An ordinance entitled, “AN ORDINANCE AUTHORIZING A CONTRACT FOR SERVICES WITH THE HOT SPRINGS BOYS’ AND GIRLS’ CLUB; WAIVING COMPETITIVE BIDDING; AND FOR OTHER PURPOSES,” was taken from the agenda for consideration. A motion was made by Director Jones, 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 Jones, duly seconded by Director Edwards, that the ordinance be passed as read. Board of Directors Meeting 5 January 5, 2004, at 7:00 P.M.  Upon discussion, Director Brunner-Maruthur stated that she supports the Boys’ and Girls’ Club and the baseball program but is looking forward to the City having a baseball program or start funding other private organizations. However, she would like to see the City provide it. She said she has had several discussions with the City Attorney regarding this funding and does not feel comfortable with this funding. However, she supports the program since the City does not offer it; and it is legal. Mayor Bush stated sometime in the future, he would like to see the City have its own program. Director Newell pointed out there was a public vote on the Humphrey’s Dairy property; and if that were passed in the future, the City would not have to enter into a Contract for Service. Director Brunner asked if this ordinance is legal, and City Attorney David White advised that it was. Mayor Bush then called for a vote on the motion to adopt; and upon roll call, the following voted “aye”: Directors Brunner-Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unanimously carried. Whereupon the ordinance was declared passed. 17 Proposed Ordinance No. O-04-2 An ordinance entitled, “AN ORDINANCE AUTHORIZING A CONTRACT FOR SERVICES WITH THE GREATER HOT SPRINGS CHAMBER OF COMMERCE (RETIREMENT RELOCATION PROGRAM); WAIVING COMPETITIVE BIDDING; AND FOR OTHER PURPOSES,” was taken from the agenda for consideration. A motion was made by Director Wheeler, duly seconded by Director Edwards, 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 Brunner-Maruthur, duly seconded by Director Jones, that the ordinance be passed as read; and upon roll call, the following voted “aye”: Directors Brunner-Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unanimously carried. Whereupon the ordinance was declared passed. Board of Directors Meeting 6 January 5, 2004, at 7:00 P.M. 18 Proposed Ordinance No. O-04-3 An ordinance entitled, “AN ORDINANCE AUTHORIZING A CONTRACT FOR SERVICES WITH GARLAND COUNTY ECONOMIC DEVELOPMENT CORPORATION; WAIVING COMPETITIVE BIDDING; AND OTHER MATTERS RELATED THERETO,” was taken from the agenda for consideration. A motion was made by Director Wheeler, duly seconded by Director Brunner-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 Edwards, duly seconded by Director Brunner-Maruthur, that the ordinance be passed as read; and upon roll call, the following voted “aye”: Directors Brunner-Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unanimously carried. Whereupon the ordinance was declared passed. 19 Proposed Ordinance No. O-04-4 An ordinance entitled, “AN ORDINANCE AUTHORIZING A CONTRACT FOR SERVICES WITH THE VOLUNTEER CENTER OF HOT SPRINGS AND GARLAND COUNTY; WAIVING COMPETITIVE BIDDING; AND FOR OTHER PURPOSES,” was taken from the agenda for consideration. A motion was made by Director Jones, 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 Wheeler, duly seconded by Director Edwards, that the ordinance be passed as read; and upon roll call, the following voted “aye”: Directors Brunner-Maruthur, Jones, Newell, Weatherford, Edwards, Wheeler, and Bush, total 7; motion unanimously carried. Whereupon the ordinance was declared passed. Board of Directors Meeting 7 January 5, 2004, at 7:00 P.M.  OTHER BUSINESS 20 Board of Directors Items Director Jones announced that on Saturday, January 17, the Dr. Martin Luther King, Jr. Breakfast will be held at the Hot Springs Civic and Convention Center at 8:00 a.m.; tickets are $20; and tables are $160 for eight. Dr. Nathaniel Newman is the chairman of that committee and can be reached at 538-0213. On Sunday, January 18, at 6:00 p.m., there will be a gospel explosion at Eureka Baptist Church with Pastor Steve Lake; and the fellow churches continuing the celebration. The parade will be held on Monday, January 19, at 10:00 a.m.; and she encouraged the community to participate. For information on the parade, citizens may contact the Webb Center. Director Brunner-Maruthur expressed appreciation to everyone for their cards and to the Hot Springs Women of Prayer. She announced there will be more coming from P.A.C.A (Park Avenue Community Association). She then read an article from Time regarding Mr. Fred Rogers (Mr. Rogers from the Neighborhood television show), which reminded her of her neighborhood. 21 City Manager’s Report City Manager Kent Myers gave the following report: 1. Regarding sales tax revenue, it appears there will be a rebound in 2004; and the City may be able to revise the budget at mid-year and include some items that were deleted. 2. On the Consent Agenda, the Board approved a grant application with the Historic Preservation Program to conduct a historic survey of the Army Navy Hospital. The State approved a $10,000 survey of that building, which will be conducted by a consultant. The Board approved a new traffic signal at the intersection of Highway 7 and Highway 70B (Park Avenue and Gulpha Gorge Road). The State conducted a survey and determined that it Board of Directors Meeting 8 January 5, 2004, at 7:00 P.M. justified a traffic signal at that intersection, and the State is going to fund 100 percent of the cost. It should be installed within the next six months. 3. Regarding other traffic signals, there are two signals that will be added to the system within the next three to four months: (1) intersection of Central Avenue and Files Road. The State has approved that traffic signal, which will be 80-20 funding where the State will pay for 80 percent of the cost and the City 20 percent; and (2) intersection of Albert Pike and Hammond Drive. This will also be 80-20 funding. These signals should be installed by the end of the first quarter of this year. 4. City offices will be closed on Monday, January 19, in observance of Dr. Martin Luther King, Jr. Day. The next Board Meeting will be held on Tuesday, January 20. 5. Regarding the upcoming State of the City Report, he suggested each Director participate in the report by sharing on a video some of the improvements that have taken place in the past year in the respective districts. He recommended that the Mayor introduce the State of the City Report and then have two or three minutes for each Director to share what has occurred in his/her district. He will then make closing remarks, such as what is planned for 2004. In reply to Director Edwards regarding the installation of the traffic signal at Highway 7 South and Files Road, City Manager Kent Myers explained that any traffic signal on a State roadway is bid and installed by the State. At the present time, they are planning it in their March bidding schedule and starting construction in March or April. However, that could change. 22 ADJOURNMENT There being no further business to come before the Board, the meeting adjourned at 7:35 p.m., to meet again on Tuesday, January 20, 2004, at 7:00 p.m. ATTEST: _____________________ APPROVED:__________________ Lance Hudnell, City Clerk Mike Bush, Mayor Board of Directors Meeting 9 January 5, 2004, at 7:00 P.M.