Board of Directors

MINUTES BOARD OF DIRECTORS MEETING MARCH 15, 2004, AT 7:00 P.M. The regular meeting of the Board of Directors was held on Monday, March 15, 2004, at 7:00 p.m., Hot Springs Civic and Convention Center, Wheeler Room, with Mayor Mike Bush presiding. The invocation was given by Mr. Stephen Birdwell, 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, Carroll Weatherford, Bill Edwards, Bob Wheeler, and Mike Bush, total 6. Absent: Director Burt Newell. 2 Approval of Agenda A motion was made by Director Wheeler, duly seconded by Director Brunner-Maruthur, that the agenda be approved. Upon discussion, City Manager Kent Myers announced that a request has been made by Mr. Ray Owen, representing the applicant on Agenda Item No. 29 (Proposed Resolution No. R-04-70 Approving the Extension of Hot Springs Municipal Water Service to 1291 Carpenter Dam Road), to remove that item from the agenda and tabled until the next meeting. Mayor Bush then called for a vote on the motion to approve the agenda, as amended; and upon voice vote, the motion unanimously carried. 3 Approval of Minutes of March 1, 2004 Board Meeting  A motion was made by Director Edwards, duly seconded by Director Brunner-Maruthur, that the minutes of the March 1, 2004 Board Meeting be approved; and upon voice vote, the motion unanimously carried. 4 Recognition of Guests City Manager Kent Myers recognized Mr. Ken Buchanan from Casa Grande, Arizona, who has been city manager in Arizona, and whom he has known for 15 years. 5 Acknowledgment of Financial Statements for January 2004 Mayor Bush announced that the financial statements for January 2004 are on file in the City Treasurer=s Office for review by the Board and public. CONSENT AGENDA The Consent Agenda consisted of the following: 6 Public Safety Report (March 3, 2004). 7 Proposed Resolution No. R-04-51 Approving Certain Bid Awards (a) Five Patrol Units - Police Department [awarded to Landers Ford in the amount of $101,520 and Bale Chevrolet in the amount of $16,619]; (b) Janitorial Service - Street Department [annual supply contract awarded to Elliott Maintenance, Inc. at $145 per week]; (c) Mowing/Grounds Maintenance-Various Departments [annual supply contract awarded to Tru-Cut Lawn and Maintenance Service, Superior Lawn Services, Spa Landscaping, Inc., and Elliott Maintenance, Inc.]; and (d) Pickup - Airport [awarded to Smart Chevrolet in the amount of $14,907]. (The resolution was removed from the Consent Agenda for separate consideration on Item No. 7c). 8 Budget Transfers - (a) Construction of a Retaining Wall at Magnolia and Cove Streets in the amount of $11,800; (b) Acquisition of Property for Installation of a Traffic Signal at Hammond Drive and Albert Pike in the amount of $17,000; and (c) Engineering Services for Development of the MS4 Documents (Storm-Water Permit) required by ADEQ in the amount of $9,750. 9 Proposed Resolution No. R-04-52 Awarding a Contract for Construction of a Retaining Wall Along Hot Springs Creek at Magnolia and Cove Streets to R. L. Hurst Company. 10 Proposed Resolution No. R-04-53 Awarding a Contract to Catlett Engineering, Inc. for Engineering Services Related to National Pollutant Discharge Elimination System, Phase II, Requirement Compliance. 11 Proposed Resolution No. R-04-54 Awarding a Contract for the HVAC System (Board Chambers, Hot Springs Municipal Building) to GTS, Inc. 12 Proposed Resolution No. R-04-55 Authorizing the Mayor to Execute an Agreement Between the City of Hot Springs, Arkansas, and the Arkansas State Highway and Transportation Department for the City of Hot Springs, Arkansas, to Maintain Traffic Signal at Albert Pike and Hammond Drive. 13 Proposed Resolution No. R-04-56 Authorizing the Mayor to Execute an Agreement Between the City of Hot Springs, Arkansas, and the Arkansas State Highway and Transportation Department for the City of Hot Springs, Arkansas, to Maintain Traffic Signal at the Intersection of Highway 270/Higdon Ferry Road and Highway 7 Interchanges. 14 Proposed Resolution No. R-04-57 Authorizing a Master Lease Agreement with SunTrust Leasing Corporation for Lease Purchase Financing Services. 15 Proposed Resolution No. R-04-58 Approving a Cost-Sharing Agreement Between the City of Hot Springs, Arkansas, and Centerpoint Energy/Arkla Related to the Construction of the Utility Line Replacements, Phase III (Central Avenue from Fountain Street to Whittington Avenue). 16 Proposed Resolution No. R-04-59 Approving the Extension of Hot Springs Municipal Water Service to Gold Nugget Loop. Board of Directors Meeting 3 March 15, 2004, at 7:00 P.M. 17 Proposed Resolution No. R-04-60 Approving the Extension of Hot Springs Municipal Water and Sewer Service to Cobblestone Ridge Subdivision. 18 Proposed Resolution No. R-04-61 Approving the Extension of Hot Springs Municipal Water Service to Brooke Moor Subdivision. 19 Proposed Resolution No. R-04-62 Accepting a Grant from the Arkansas Historic Preservation Program to Conduct a Survey of the Hot Springs Rehabilitation Center. 20 Proposed Resolution No. R-04-63 Approving the Application of Cynthia Anderson, d.b.a. Outdoor Adventure Tours, Inc., for Three Additional Sightseeing and Charter Vehicle Licenses. Ms. Cindy Anderson spoke in support of Resolution No. R-04-63. 21 Proposed Resolution No. R-04-64 Approving Designated Stops for Hot Springs Intracity Transit. 22 Proposed Resolution No. R-04-65 Approving Change Order No. 1 with McHenry Excavating for Electrical Utility Trenching for the Entergy Park Project. 23 Proposed Resolution No. R-04-66 Adopting Policies, Procedures and Fees for the Parks and Recreation Department. 24 Proposed Resolution No. R-04-67 Authorizing the Execution of a Utility Easement Between the City of Hot Springs, Arkansas, and Entergy Arkansas, Inc. for the Purpose of Providing Utilities to Entergy Park. 25 Proposed Resolution No. R-04-68 Authorizing the Mayor to Execute an Agreement Between the City of Hot Springs, Arkansas, and the United States of America for Property at the Airport Containing Air Navigational Aid Equipment. Board of Directors Meeting March 15, 2004 at 7:00 P.M. 26 Proposed Resolution No. R-04-69 Authorizing the City Manager to Execute a Maintenance Agreement with the National Park Service for Mutual Aide Assistance. A motion was made by Director Jones, duly seconded by Director Brunner-Maruthur, that the Consent Agenda be approved. Upon discussion, Director Edwards requested that Item No. 7c (bid award for mowing/grounds maintenance) be removed from the Consent Agenda for separate discussion. Mayor Bush then called for a vote on the motion to approve the Consent Agenda, as amended; and upon roll call, the following voted Aaye@: Directors Brunner-Maruthur, Jones, Weatherford, Edwards, Wheeler, and Bush, total 6. Absent and not voting: Director Newell; motion unanimously carried. PUBLIC HEARING 27 Public Hearing on Taxicab Fare Structure This being the time for a public hearing on the increase in taxicab rates, Mayor Bush declared the public hearing open. Ms. Evelyn Hicks, 240 Central Avenue, was recognized and spoke in support of the increase. There being no further comments, Mayor Bush declared the public hearing closed. NEW BUSINESS 28 Proposed Ordinance No. O-04-16 An ordinance entitled, AAN ORDINANCE AMENDING ARTICLE III (TAXICABS) OF THE HOT SPRINGS TRANSPORTATION CODE (ORDINANCE NO. 4571, AS Board of Directors Meeting March 15, 2004 at 7:00 P.M. AMENDED) BY REVISING THE TAXICAB FARE STRUCTURE; 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 AShall the ordinance be passed as read?@ and upon motion of Director Wheeler, duly seconded by Director Weatherford, that the ordinance be passed as read. Upon discussion, Mr. David Johnston, Hot Springs Taxi Company, advised there were three reasons for the increase: (1) fuel pricing over the last two years has increased to 20 percent in excess of what it was when they raised the prices the last time. Effective today, it increased to 40 percent above that rate. Therefore, today they began the 50-cent surcharge. Basically the increase will eliminate the surcharge he is currently charging the customer; (2) his expenses have increased approximately 15 percent since he purchased the company; and (3) the revenues have decreased about 13 percent, which is largely due to the economy and September 11. With these three factors, he said he is requesting a fare increase. He added they have improved on the equipment and quality of service and spent around $75,000 a year in the last two years in capital expenditures. He urged the Board to support the 50-cent surcharge increase. Mayor Bush then called for a vote on the motion to adopt; and upon roll call, the following voted Aaye@: Directors Brunner-Maruthur, Jones, Weatherford, Edwards, Wheeler, and Bush, total 6. Absent and not voting: Director Newell; motion unanimously carried. Whereupon the ordinance was declared passed. 7 Proposed Resolution No. R-04-51 A resolution entitled, AA RESOLUTION APPROVING CERTAIN BID AWARDS,@ was taken from the agenda and read by title only. A motion was made by Director Wheeler, duly seconded by Director Brunner-Maruthur, that the resolution be adopted as read. Regarding the Bid Award for Mowing/Grounds Maintenance, Director Edwards questioned why the City should spend $43,000 for mowing with the number of volunteers and alternative service workers available. Board of Directors Meeting March 15, 2004 at 7:00 P.M.  City Manager Kent Myers explained that a position was eliminated this year in the Parks Department budget. Also, the City has taken on additional areas that need mowing, such as Transportation Plaza and new parks. He noted that every year, the City solicits bids for mowing contractor; and this year, the work was split between four different contractors who were the low bid. In regard to using alternative service workers, he commented that was done in the past with poor success because many of them cannot operate the equipment and need constant supervision; also, they are not dependable. He said if he knew of any volunteer organizations that can be contacted, he would be glad to call them. He pointed out that the City has volunteer organizations to pick up litter, but they prefer not to mow because it involves operation of equipment. He pointed out it is a safety factor as far as volunteers and alternative service workers. Mr. Jack Hennessee, Parks Superintendent, added that they use numerous alternative service workers, as well as the Sheriff=s Department litter control crew. However, the problem they have with volunteer workers, especially if someone is not there to supervise, is the use of equipment without the knowledge of how to operate. He added that it costs in downtime for the equipment, plus the expense of repairing it. He stressed they are not against using alternative service workers or volunteers. Director Edwards asked from a safety factor if he felt comfortable using volunteers, and Mr. Hennessee said that they did not especially during hot weather when the community service workers come to work wearing shorts. He added that his employees have to wear long pants; but they are getting paid, whereby the community service workers are not. He stated there were two or three community service workers last year hurt helping mow in small areas and had to be taken to the emergency room. He stressed that he cannot get enough volunteers to do the work that the contractors do. Director Edwards questioned if they still have the AAdopt-A-Spot,@ and Mr. Hennessee replied that they do. He mentioned that the Malvern/Grand triangle is adopted as far as landscaping, but they do not mow. Mayor Bush then called for a vote on the motion to adopt the resolution; and upon roll call, the following voted Aaye@: Directors Brunner-Maruthur, Jones, Weatherford, Edwards, Wheeler, and Bush, total 6. Absent and not voting: Director Newell; motion unanimously carried. Whereupon the resolution was declared adopted. Board of Directors Meeting March 15, 2004 at 7:00 P.M. 29 Proposed Resolution No. R-04-70 Approving the Extension of Hot Springs Municipal Water Service to 1291 Carpenter Dam Road (Withdrawn from Agenda) 30 Proposed Resolution R-04-71 A resolution entitled, AA RESOLUTION APPROVING CHANGE ORDER NO. 1 WITH DIAMOND CONSTRUCTION FOR ADDITIONAL WATER MAIN REPLACEMENT (EXTENDING NORTH OF PARK AVENUE),@ was taken from the agenda and read by title only. A motion was made by Director Brunner-Maruthur, duly seconded by Director Wheeler, that the resolution be adopted as read. Upon discussion, Mr. Don Cochran, Director of Utilities, explained that this Change Order is for the Central Avenue water line improvements project and is to add an additional 1,000 feet of 12-inch water main extending north on Park Avenue, just past the Velda Rose Hotel. The Utilities Department and Centerpoint Energy/Arkla have partnershiped in this project, thereby sharing the cost of the trenching, traffic control, etc. Centerpoint Energy had said they would like to extend their lines on up Park Avenue and questioned if the City wanted to do the same on the water pipe. He advised the City=s contractor will hold his unit cost per foot on the water pipe, and it is a good move for the City to get this work done at this time. The total cost of the additional work is $168,250. Centerpoint=s portion of that is $66,197.50, which makes the City=s approximate portion $102,052.50. He added this is water revenue bond project and will be funded from that water revenue bond. City Manager Kent Myers added that several of the merchants along this section of Central Avenue from Fountain Street to Whittington Avenue have contacted him and praised the work of the contractor and the city crews. He noted they are ahead of schedule, and he has not received one complaint as far as the traffic. Director Brunner-Maruthur stated she has not received any complaints, and they have been very courteous and helpful to the people in the area. She pointed out that the completion date will be May 2004. Mayor Bush then called for a vote on the motion to adopt the resolution; and upon roll call, the following voted Aaye@: Directors Brunner-Maruthur, Jones, Board of Directors Meeting March 15, 2004 at 7:00 P.M. Weatherford, Edwards, Wheeler, and Bush, total 6. Absent and not voting: Director Newell; motion unanimously carried. Whereupon the resolution was declared adopted. 31A Proposed Ordinance No. O-04-17 An ordinance entitled, AAN ORDINANCE AMENDING ARTICLE V (SIGHTSEEING VEHICLE) OF THE HOT SPRINGS TRANSPORTATION CODE (ORDINANCE NO. 4571, AS AMENDED) BY ADDING A PROVISION CONCERNING VEHICLE USE; AND FOR OTHER PURPOSES,@ 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 AShall the ordinance be passed as read?@ and upon motion of Director Wheeler, duly seconded by Director Edwards, that the ordinance be passed as read. Upon discussion, Ms. Cindy Anderson stated she did not realize this was a necessary item to be considered but did not believe there would be any problems. She said she if it hinders her business in any way or causes any problem in operating, she would come before the Board and discuss it again. Director Brunner-Maruthur asked if she was asking for a review after a certain amount of time; and Ms. Anderson said that would be fine or if they come across some problems with it, they would like to appear before the Board in a couple of months to review it in case it is not working for them. Mr. Steve Smith, Chairman of the Transportation Advisory Committee, reported there were two meetings regarding this issue, which were positive. During the last meeting, it was revealed by City Prosecutor Brian Albright that there is some language in the ordinance regarding the requirement of the sightseeing vehicles for their operators to have a CDL, and Mr. Albright was able to verify that information. He stressed that it is a requirement by the state, federal, and is included in the City ordinance. Director Brunner-Maruthur asked if this will be open for review in a couple of months or does that need to be included in the passage of the ordinance. City Manager Kent Myers stated if there are any complaints, staff will bring it back to the Board for reconsideration. However, at this time, staff is not anticipating any problems. Board of Directors Meeting March 15, 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 Aaye@: Directors Brunner-Maruthur, Jones, Weatherford, Edwards, Wheeler, and Bush, total 6. Absent and not voting: Director Newell; motion unanimously carried. Whereupon the ordinance was declared passed. 31B Proposed Ordinance No. O-04-18 An ordinance entitled, AAN ORDINANCE APPROVING A LEASE/PURCHASE AGREEMENT WITH SUNTRUST LEASING CORPORATION FOR THE PROCUREMENT OF CERTAIN COMPUTER EQUIPMENT; 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 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 AShall 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 Aaye@: Directors Brunner-Maruthur, Jones, Weatherford, Edwards, Wheeler, and Bush, total 6. Absent and not voting: Director Newell; motion unanimously carried. Whereupon the ordinance was declared passed. 31C Proposed Ordinance No. O-04-19 An ordinance entitled, AAN ORDINANCE APPROVING A LEASE/PURCHASE AGREEMENT WITH SUNTRUST LEASING CORPORATION FOR THE PROCUREMENT OF AN ANIMAL CREMATORIUM, ACCEPTING THE BID OF BESTECH ENVIRONMENTAL RESOURCES, INC.; AND FOR OTHER PURPOSES,@ 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 AShall 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 March 15, 2004 at 7:00 P.M.  Upon discussion, Mr. Dan Bugg, Chief Animal Services Officer, explained this is for the purchase of a crematorium for pathological waste disposal of animals that are euthanized. Mayor Bush then called for a vote on the motion to adopt; and upon roll call, the following voted Aaye@: Directors Brunner-Maruthur, Jones, Weatherford, Edwards, Wheeler, and Bush, total 6. Absent and not voting: Director Newell; motion unanimously carried. Whereupon the ordinance was declared passed. 31D Proposed Ordinance No. O-04-20 An ordinance entitled, AAN ORDINANCE WAIVING THE REQUIREMENTS OF COMPETITIVE BIDDING FOR AN ANNUAL SUPPLY CONTRACT FOR CERTAIN FIREFIGHTING EQUIPMENT (PROTECTIVE CLOTHING),@ was taken from the agenda for consideration. A motion was made by Director Brunner-Maruthur, 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 AShall the ordinance be passed as read?@ and upon motion of Director Brunner-Maruthur, duly seconded by Director Edwards, that the ordinance be passed as read; and upon roll call, the following voted Aaye@: Directors Brunner-Maruthur, Jones, Weatherford, Edwards, Wheeler, and Bush, total 6. Absent and not voting: Director Newell; motion unanimously carried. Whereupon the ordinance was declared passed. OTHER BUSINESS 32 Board of Directors Items Director Jones announced that on Friday, March 19, and Saturday, March 20, from 11 a.m. to 3 p.m., barbeque sandwiches will be sold for $3 at Webb Community Center for the Camp Kids. She said the regular donor is unable this year to help the children go to the camp, and the motorcycle club will be sponsoring this. She expressed appreciation to the F.O.P. for the plaques presented to the Directors. Board of Directors Meeting March 15, 2004 at 7:00 P.M.  Director Brunner-Maruthur reported that the Arkla service customer center will be closing at the end of this month, and the customer service number will be 1-866-275-5265. She announced there will be a general meeting for the Park Avenue Community Association on April 13, at 7 p.m, Tower of Strength Ministries on Park Avenue. The SAFE Team, from Little Rock, will be present at that meeting (their city attorney and a law enforcement officer). This is a program that has been modeled in several parts of the country in an attempt to eliminate nuisances. Also, a number of projects that are coming to fruition include the Belvedere water improvement; and completion date will be June or July 2004. This includes the 300,000 gallon water tank, water pump at DeSoto Park, and the water line installation from Belvedere to DeSoto Park to Ramble Street. There is also a water line replacement, Phase III, from Fountain Street to Whittington Avenue, and approval up to Crest, which will include 16-inch and 12-inch water lines. The completion date is scheduled for 2004. Improvements have been made on Park Avenue and Stonebridge, which affect the gorge, Belvedere and Park Avenue. She expressed appreciation to the F.O.P. for her plaque, which is a Athank-you@ for leadership and support. Also, if residents have a street light out, they can report it by calling 1-800-368-3749. Entergy has set up a program whereby the poles have a yellow-orange tag on them and a four-digit number starting with SL. If a resident wants to call his/her Director, the Engineering Department, City Manager, or the phone number for outages, they can give the SL number and the four-digits, which identifies the light. Mr. Greg Aspell, replacing Mr. Bo Lea, is the new customer service representative. She pointed out that many residents do not realize whether the light is on or off, the City pays a flat rate. She said that she visited with Mayor Bush many years ago regarding this, and he has been instrumental in getting this done. Director Edwards asked for an explanation of the Camp Kids Program, and Director Jones advised that this camp is near Missouri in July for 12 days and is a faith-based camp. It is for moderate to low-income children; and most of them cannot afford to pay for the trip, which is approximately $35. Ms. Fonzella Hazzle travels with them, as well as six or seven volunteers, who are parents. 33 City Manager=s Report City Manager Kent Myers gave the following report: 1. Regarding items on the Consent Agenda, Item No. 9 is the construction of a retaining wall along the Hot Springs Creek at Magnolia. This is adjacent to the new park being built in the area. The retaining wall caved in a few months ago, and the Board Board of Directors Meeting March 15, 2004 at 7:00 P.M. approved the contract with R.L. Hurst Company to reconstruct that wall, which will help in terms of flood conditions in that area. The Board also approved the contract for HVAC services on the Board Chambers. Also, Item No. 12 was approved which is for the new traffic signal at Albert Pike and Hammond. The signal has been bid by the Highway Department, and the Board has approved the maintenance of that signal once it is installed within the next couple of months. Regarding Item No. 13, with the project that is getting ready to take place on the expressway at Higdon Ferry Road, the bids have been let; and that project should begin within the next 30 days. There will be two new traffic signals on Higdon Ferry Road on both sides of the expressway and will be removing two of the signals on Central Avenue. This item is for a maintenance agreement with the Highway Department for those traffic signals. 2. Regarding the Entergy street light replacement program, there was a meeting with Mr. Greg Aspell; and Public Information Officer Terry Payne is working with him on a publicity campaign to educate the public on how to report a street light that is out, which is to get the number off the pole. 3. Regarding Wade Street Park, steps have been taken toward the creation of a neighborhood association in that area. Mr. Jack Hennessee and Ms. Jean Wallace visited the park and did a detailed inspection. They concluded that the park was clean and well maintained. The water fountain is attached to the restroom as part of the building design, and the water fountain is the same as in other parks. The basketball courts are in fair condition. There were new nets on the baskets, and the court striping was visible. There were some minor cracks on the court due to age and foundation settling, but there were no trenches on the court. He added that there are more problems with the cracks at Kimery Park tennis court and at Chattanooga Park than at Wade Street Park. There are six security lights on the pavilion and four street lights that have been upgraded recently. There is some lighting around the area that is inspected on a regular basis. Regarding the electrical outlet at the pavilion, there is an electrical outlet available for general use and two extra outlets that are available for special events and are in the lock box. However, if people are having a special event, the City can give them access to that lock box. Regarding the lack of playground equipment, Ms. Wallace met with the representative from that neighborhood and gave them a catalog of neighborhood equipment and asked them to come back with ideas on what equipment they would like to have. Once that is done, then staff will be able to price that out and have that information available for the Board at midyear budget meeting. Board of Directors Meeting March 15, 2004 at 7:00 P.M.  3. There are five finalists for Finance Director, and the first interview has been held. This week interviews will be held on Thursday and Friday. The Directors are invited to meet the finalists for lunch at the Austin Hotel. 4. He stated that April is the month for citywide clean-up campaign headed by the Sanitation Department. He asked that Mr. Bill Burrough, Sanitation Director, give an update on that campaign. Mr. Burrough stated he is considering a weekend between mid-April and mid-May for a citywide cleanup. He plans on placing a couple of large, construction-type containers in each district. Depending on resources, he may be able to place three in some districts. He asked that the Board consider what areas to place these containers and report back to him. He explained this will be for one weekend, and he will place the containers out on Friday evening or early Saturday morning and pick them up on Monday. If someone needs to clean out their yard, they can bring it to this location for free, which includes any bulky items. They do some of that now through the CAPS Program; but in February, they decreased the amount of free collections. They are also going to have some information asking residents to clean the immediate area in front of their homes. The three dates he is considering are April 17 through 19, May 8 through 10, or May 15 through 17. He said they have not been able to confirm these three dates, but it will be one of these weekends; and if any Director has a preference, he will try to work toward that. He said as soon as they have a confirmed date, he will bring that back to the Board. He also plans on printing some fliers to give to the Directors for neighborhood associations. 5. Regarding the renovation of the Board Chambers, the Board approved the HVAC System for $24,250. The City has been able to salvage a used piece of a unit that has been in storage, but there are some additional items the Board may want to consider putting back into the project in order to complete Phase I. The most important item is the Board table. This was removed from the 2004 budget; and following Mr. Kohler=s report, he is asking for Board=s direction in terms of bringing that back in the project. There is additional funding available due to increase in sales tax. In order to complete Phase I, the City will need an additional $57,000. If the Board is interested in considering that, then staff will proceed with rebidding the millwork and bring those bids back at the next meeting. Mr. Ron Kohler, Public Works Director, reported that the City went out for bids on the millwork and did not receive any bids. The architect re-estimated the cost, which will be $24,000. The other three items being held that the City received bids on are the floor coverings, the painting, and the gypsum board assemblies. Those are being held because if the raised floor and Board table have to be deleted, that will change the scope of that work; and the City will have to go out for bids again. Board of Directors Meeting March 15, 2004 at 7:00 P.M.  City Manager Kent Myers stated that on the tabulation, he has added $12,000 for general conditions and asked if he was expecting any expenses for general conditions; and Mr. Kohler replied that he was not. He added that was from the architect and was left that in there, but it could be taken out. City Manager Kent Myers stated with that understanding, the City will not need the $12,000 and would need an additional $45,000 to complete Phase I, which would be the Board Chambers and other modifications the Board wishes to do with the room, except for the video, the sound system and the technical requirements. The plan was to bring that back as part of the 2005 budget discussion. The City will be able to do all of the modifications to the room (floor, ceiling, walls) and any changes the Board wants to do. Before the City went back out to bids for the millwork and submitted at the next Board Meeting, he wanted to make sure he was going in the right direction. Director Maruthur clarified that the painting is not fine art work but general painting of the walls, etc. There were no objections from the Board for the expenditure of $45,000 to complete Phase I. 34 ADJOURNMENT There being no further business to come before the Board, the meeting adjourned at 8:00 p..m., to meet again on Monday, April 5, 2004, at 7:00 p.m. ATTEST: _____________________ APPROVED:__________________ Lance Hudnell, City Clerk Mike Bush, Mayor Board of Directors Meeting March 15, 2004 at 7:00 P.M.