Board of Directors

MINUTES BOARD OF DIRECTORS MEETING MAY 19, 2009 AT 7:00 P.M. The regular meeting of the Board of Directors was held on Tuesday, May 19, 2009, at 7:00 p.m., Board Chambers, City Hall, with Mayor Mike Bush presiding. The invocation was given by Ms. Mary Loye, 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, Cynthia Keheley, Carroll Weatherford, Rick Ramick, Tom Daniel, and Mike Bush, total 7. 2 Approval of Agenda A motion was made by Director Daniel, duly seconded by Director Keheley, that the agenda be approved; and upon roll call, the following voted “aye”: Directors Maruthur, Jones, Keheley, Weatherford, Ramick, Daniel, and Bush, total 7; motion unanimously carried. 3 Approval of Minutes of May 5, 2009 Board Meeting A motion was made by Director Maruthur, duly seconded by Director Jones, that the minutes of the May 5, 2009 Board Meeting be approved; and upon voice vote, the motion unanimously carried. 4 Recognition of Guests No guests were present for recognition. 5 Board of Directors Announcements Director Jones announced that a Duck Derby will be held on Saturday, May 23, which is a fund-raiser for the Hot Springs Boys and Girls Club. Also, there are activities from May 19 through May 23 at the Hot Springs Airport, which is the location for the duck race; the arm bands are $ 15; and there are unlimited rides from 6 p.m. to 10 p.m. This event opens Tuesday through Friday at 5:30 p.m.; and on Saturday, it opens at 1 p.m.; rides are $ 1.50. She urged everyone to support the Boys and Girls Club of Hot Springs in District No. 2. CONSENT AGENDA The Consent Agenda consisted of the following: 6 Public Safety Report (May 5, 2009). 7 Proposed Resolution No. R-09-111 Approving Certain Bid Awards (a) Regular Read Water Meters - Utility Administration [annual supply contract awarded to Little Rock Winwater and U. S. Metering]; (b) Meter Boxes - Utility Administration [annual supply contract awarded to Arkansas Water Products]; (c) Roto-Milling - Public Works [annual supply contract awarded to Red Stone Construction]; (d) Drainage Improvements - Public Works [awarded to Brumley Construction in the amount of $ 50,018.83]; (e) Plumbing Services - Public Works [annual supply contract awarded to Sheets Plumbing]; (f) Reinforced Concrete Pipe - Public Works [annual supply contract awarded to Hanson Pipe Products]. 8 Proposed Resolution No. R-09-112 Awarding a Contract to Red Stone Construction for Repair to Taxiways E and H at the Hot Springs Municipal Airport. 9 Proposed Resolution No. R-09-113 Approving the Extension of Hot Springs Municipal Water Service to Hot Springs Assisted Living Facility Located at Sawtooth Oak Road and Mote Street. 10 Proposed Resolution No. R-09-114 Approving Grant Applications for American Recovery and Reinvestment Act (ARRA) Funding Through the Energy Efficiency and Conservation Block Grant (EECBG). (Removed from the Consent Agenda for Separate Consideration) 11 Proposed Resolution No. R-09-115 Authorizing the Filing of a Grant Application with the Federal Emergency Management Agency 2009 Fire Act Grant Program. 12 Proposed Resolution No. R-09-116 Approving Extension of Franchise Agreement with Resort Television Cable Company, Inc. Until September 30, 2009. 13 Proposed Resolution No. R-09-117 Repealing Certain Resolutions Pertaining to the Appointments to Boards, Commissions and Committees. (Removed from the Consent Agenda for Separate Consideration) 14 Proposed Resolution No. R-09-118 Deferring the Annual Release of Certain Restricted Assets and Extending the Release Period for Three Additional Years in Support of the Magic Springs Project. A motion was made by Director Jones, duly seconded by Director Maruthur, that the Consent Agenda be approved. Upon discussion, Mr. Bob Messersmith, 838 Bellaire Drive, was recognized speaking in support of Item No. 10 (Proposed Resolution No. R-09-114 Approving Grant Applications for American Recovery and Reinvestment Act (ARRA) Funding Through the Energy Efficiency and Conservation Block Grant [EECBG]. He requested an explanation on Board of Directors Meeting 3 May 19, 2009 at 7:00 P.M. this item. Also, in regard to Item No. 13 (Proposed Resolution No. R-09-117 Repealing Certain Resolutions Pertaining to the Appointments to Boards, Commissions and Committees), he requested that it be removed from the Consent Agenda for separate consideration. Mr. John Martineau, 114 Terry Street, was recognized speaking against Item No. 13 (Proposed Resolution No. R-09-117 Repealing Certain Resolutions Pertaining to the Appointments to Boards, Commissions and Committees). He said that he can foresee a problem developing where one side of town is overly represented while other parts are less than represented. He pointed out there was a notice on the City’s website on April 4 listing approximately 20 openings that were available, but he did not see that posting until he received the e-mail of the agenda last week. At this time, a motion was made by Director Keheley, duly seconded by Director Maruthur, that Item No. 10 (Proposed Resolution No. R-09-114 Approving Grant Applications for American Recovery and Reinvestment Act (ARRA) Funding Through the Energy Efficiency and Conservation Block Grant [EECBG] and Item No. 13 (Proposed Resolution No. R-09-117 Repealing Certain Resolutions Pertaining to the Appointments to Boards, Commissions and Committees) be removed from the Consent Agenda and considered under New Business; and upon roll call, the following voted “aye”: Directors Maruthur, Jones, Keheley, Weatherford, Ramick, Daniel, and Bush, total 7; motion unanimously carried. In regard to Item No. 7c (bid award for roto-milling), Director Keheley questioned what is to be done with the milled asphalt and if it belongs to the contractor or to the City and if it is recycled and used as fill or base. Mr. Steve Mallett, Deputy City Manager for Public Works/Utilities advised that it is recycled and used. He added if the City wants to use it as re-grind, which is used to build many bases for some of the roads, a stockpile is kept. He said the City does not keep anymore than it needs; therefore, some of it will go to the contractors if they want it. Mayor Bush then called for a vote on the motion to adopt the Consent Agenda, as amended; and upon roll call, the following voted Board of Directors Meeting 4 May 19, 2009 at 7:00 P.M. “aye”: Directors Maruthur, Jones, Keheley, Weatherford, Ramick, Daniel, and Bush, total 7; motion unanimously carried. NEW BUSINESS 15 Proposed Resolution No. R-09-119 A resolution entitled, “A RESOLUTION APPROVING CHANGE ORDER NO. 1 TO THE CONTRACT WITH COAKLEY COMPANY, INC. FOR 2008 WATER IMPROVEMENTS,” was taken from the agenda and read by title only. A motion was made by Director Weatherford, duly seconded by Director Maruthur, that the resolution be adopted as read. Upon discussion, Mr. Steve Mallett, Deputy City Manager for Public Works/Utilities, explained this resolution will authorize Coakley Company to proceed with Change Order No. 1 in addition to the 2008 water improvements contract, which was bid last year; and that included replacements on Crescent, Lilac, Majestic Lodge, Leeper, Ranch, Quapaw, Hagen, Hal Court, and Red Oak. He stated the three main portions of the Change Order are as follows: (1) additional work on Crescent Street, which was in the amount of $ 52,355. In regard to the work on Crescent Street, the City realized there were two, two-inch galvanized water mains (one on each street); and the plans showed just to replace one on one side of the street. He said the City was not aware there was a second main; and when they went to change over all of the services, some on one side of the street were tied to one main and some on the other side were tied to the others. He stated in order to achieve the scope of that project, the City needed to replace both two-inch lines and abandon those and replace it with one, six-inch line and fire hydrants; but that work has not been done as of this date. He said work has been done on one side of the street but has not proceeded to the other; (2) additional work required for various sections, totaling $ 57,546.33. He commented that is basically an addition to general line items for several of the projects that were done, and this work has already been done. He noted that the $ 57,546.33 is within staff’s ability to approve that Change Order since it is less than ten percent; however, when added to the other two, it is over that level and has to have Board approval; and (3) adding Linwood Street section Board of Directors Meeting 5 May 19, 2009 at 7:00 P.M. at the cost of $ 55,645, which has not been done as of this date. He advised that portion of the project was initially included in the scope of work in 2008. Based on the engineer’s projections, staff did not think it would be able to meet the budget of $ 800,000. Therefore, the City pulled that voluntarily. Coakley’s bid was $ 663,600; and the City would have been able to fund it but rather than change, the City proceeded with the project and has funds available in the 2009 water improvements budget to actually add that back to the project. Staff is requesting the Board to consider adding that back into the project. He noted the actual cost, when compared to the second low bidder, Coakley is $ 525 less than the next low bidder. He stated if the City does not do it in this project, he would not recommend rebidding it since it is such a small project but just add it to the 2010 water improvements or possibly consider using the City’s annual supply contract, which he believes would be much higher on a per-hour rate. Director Maruthur pointed out that adding Linwood is not a result of a Change Order, and Mr. Mallett replied that it is not. He added that the City asked Coakley to give a quote for that. Director Maruthur commented that the City did an assessment through an engineering company; and it was determined that because of the number of breaks, it would be cost-effective to do this repair now and then roto milling. Mr. Mallett clarified a statement he made noting that the City did not ask for a quote but asked Coakley if they would honor their bid prices that they bid to cover this work, and they said they would. He added they just honored existing prices on a line-item basis for this work. Director Maruthur emphasized that it is the City that requested Coakley to do this, and Mr. Mallett stated that is correct. He said Coakley came to the City with all of these items before proceeding; and some of them were within the City’s authority to proceed. However, Item A (additional work on Crescent) and Item C (addition of Linwood Street section) are work that has not been done. He explained that Item a needs to be done now rather than coming back at a later date and tearing up this same street again since the City has already done half of the street, but it has not done any work on Linwood. Board of Directors Meeting 6 May 19, 2009 at 7:00 P.M.  Director Maruthur commented that Item C (addition of Linwood Street section) is an effort to save money. Mr. Mallett replied it is to save money now versus doing it later. Director Keheley said that he mentioned in his Board Action Request Form, the addition of seven fire hydrants and questioned why these were not included in the original contract and also, they are listed under the Quapaw section in the Board Action Request Form. She asked if they will be spread throughout the project or contained in the Quapaw area. Mr. Mallett explained that Engineers, Inc. had noted that fire hydrants and tapping sleeves and valves were added to provide general fire protection in these areas and as necessary to make some connections in a manner as to not interrupt service. He stated these additions accounted for $ 15,199.58 of the increased cost. Therefore, they were added in various areas to keep people in water and to add fire protection to those areas. Mayor Bush stated he lives on Hal Court, and they are doing work on his street. He asked if this change affected Hal Court, and Mr. Mallett replied that it does not. He added this is an addition to that contract, and they will not be pulled off anything to work on this. Mayor Bush then called for a vote on the motion to adopt; and upon roll call, the following voted “aye”: Directors Maruthur, Jones, Keheley, Weatherford, Ramick, Daniel, and Bush, total 7; motion unanimously carried. Whereupon the resolution was declared adopted. 10 Proposed Resolution No. R-09-114 A resolution entitled, “A RESOLUTION APPROVING GRANT APPLICATIONS FOR AMERICAN RECOVERY AND REINVESTMENT ACT (ARRA) FUNDING THROUGH THE ENERGY EFFICIENCY AND CONSERVATION BLOCK GRANT (EECBG),” was taken from the agenda and read by title only. A motion was made by Director Jones, duly seconded by Director Keheley, that the resolution be adopted as read. Board of Directors Meeting 7 May 19, 2009 at 7:00 P.M.  Upon discussion, Ms. Kathy Sellman, Planning and Development Director, explained this is a set of recommendations from an interdepartmental committee that was put together for the purpose of advising the Board on energy-related questions. She stated the American Recovery and Reinvestment Act of 2009 provided funding for a variety of different projects. This is the Energy Efficiency and Conservation Block Grant; and in the state of Colorado, the ten largest cities, by formula, were eligible to receive specific amounts of money. She reported Hot Springs is No. 10 and received $ 180,000. Even though the City has been found eligible for that amount of money, it must apply for these funds and describe the projects for which the money will be used. The five projects that are being proposed are (1) traffic signal coordination at the cost of $ 120,000. This is a project that will coordinate traffic signals on the major streets in the City so that motorists are not stopping at every intersection that has a traffic signal. This will be coordinated so that it is theoretically possible to go from one end of Central to the other with minimal stop-and-go. This is a project that will save energy for everyone who drives in the City; (2) tree canopy initiative. This is a project that would establish a tree nursery for the City to grow trees to replace the tree canopy that has been recently lost during the severe weather, as well as to expand the number of canopy trees that are growing in the City. She explained this is a good way of lowering the overall temperature for homes and people outside their homes and will also save energy; (3) energy code training and reference books. These will be for the enforcement inspectors at a cost of $ 7,700; (4) master trails plan implementation. The Master Trails Plan has been funded over a long period of years in small segments, and this project seeks to put signs on the streets near where trails begin and end and will also designate bike trails and paths; (5) high energy heating/ventilation and air conditioning retrofit for city facilities. After the other projects, there is $ 20,000 left; and those projects that are most needed for improvement will be those selected. The City facilities that have been considered for this are City Hall, the Finance Center, Animal Services, and Airport. These are projects being proposed to the Board and appear to be projects that will benefit everyone who lives and works in the City. Board of Directors Meeting 8 May 19, 2009 at 7:00 P.M.  Director Maruthur asked if she could give the formula that the Board received at the agenda meeting showing how this will impact the community. Ms. Sellman stated that she does not have that information. Director Maruthur pointed out the traffic signal coordination translated into a certain amount of money; and it was the stop-and-go and the use of gasoline; and Mr. Larry Merriman gave a breakdown of it. Ms. Sellman replied that information came from the Public Works Department. Director Maruthur said it translated into the City saving dollars and health benefits. She stated the Board received a good description about the tree canopy, but it was a nursery and why there should be a nursery and how it would save money and would raise healthier trees. Ms. Sellman replied it is a more economical way to raise the kind of trees that are good to grow in this area. She said they will be healthy because they have been grown here, and it is an economical way to do it. She noted there is a remarkable impact on the heat levels in an area where there are large trees with overarching canopy that goes with that. Also, there are studies that show heating and cooling expenses can be reduced by 20 to 40 percent when there are significant size trees around buildings. Director Keheley questioned where the tree nursery will be located, and City Manager Lance Hudnell advised the City is looking at the greenhouse near the compost pile and the Southwest Sewer Treatment Plant. He said this is a federal grant, and the City can apply for more or less. He advised the City gets $ 180,000 based on the formula they came up with, but there are a number of things in the documentation that have to be met. He advised when the committee considered the various projects, they rated and ranked the projects based on meeting those particular factors. He said the largest project is the coordination and is Phase II of the current study that the Board was underway with anyway. He pointed out one of the things with the Recovery Act is expediency of expenditure, and that was a project that was already in the working. He added Phase I is already underway, and this allowed the City to speed up Phase II, which met all goals of the grant. Director Maruthur pointed out that the matrix was included in the packet but was not translated into dollars. She said it was her understanding dollar amounts would be included since it covers Board of Directors Meeting 9 May 19, 2009 at 7:00 P.M. the jobs created and the energy savings per dollar invested. Ms. Sellman explained this is not a dollar-savings matrix but is a comparative-ranking matrix that indicates the eight or nine department people who are involved in ranking the projects, comparing them one to another. Mr. Bob Messersmith pointed out in the mid-nineties, the same study synchronizing the stop lights in the City was in a program from one end of Central Avenue to the other and questioned what happened. City Manager Lance Hudnell replied that basically technology has happened to it in the sense that it is a different technology now that the City can do it much more efficiently than it could then. Mr. Messersmith said if it was not there then, they should have told the Board at that time it could not be done, but they were told it could be; therefore, the Board voted for it. Mr. Steve Mallett added there are pockets of those corridors that are currently coordinated, and the City has more ways to connect from one end to another with wireless radio and fiber. He mentioned there are pockets around the Mall and downtown where two or three signals in clusters are coordinated, but the City does not have them all coordinated from one end of Central to the other. He said this will allow the City to take those pockets and coordinate them to where there is continuous coordination - a corridor down Malvern Avenue, Albert Pike and Central. Director Maruthur pointed out that the City did not have the availability of the LCD lights that it has now, which saves money. Mr. Mallett said they are much more efficient and are about $ 18 a month versus $ 80 or $ 90 a month per signal head. Director Maruthur added with the change in the growth and change in technology, this will save the City more money. However, Mr. Messersmith is correct in that the previous Board did this before, but some things have changed. Mayor Bush then called for a vote on the motion to adopt; and upon roll call, the following voted “aye”: Directors Maruthur, Jones, Board of Directors Meeting 10 May 19, 2009 at 7:00 P.M. Keheley, Weatherford, Ramick, Daniel, and Bush, total 7; motion unanimously carried. Whereupon the resolution was declared adopted. 13 Proposed Resolution No. R-09-117 A resolution entitled, “A RESOLUTION REPEALING CERTAIN RESOLUTIONS PERTAINING TO THE APPOINTMENTS TO BOARDS, COMMISSIONS AND COMMITTEES,” was taken from the agenda and read by title only. A motion was made by Director Daniel, duly seconded by Director Maruthur, that the resolution be adopted as read. Upon discussion, City Manager Lance Hudnell explained that many years ago, the Board adopted a policy regarding all of the boards and commissions that no more than two members shall reside within the same Board district. He stated over the years, there has been difficulty getting enough applicants for certain boards and commissions so the first one the Board removed from that policy were the Airport Advisory Committee and the Animal Services Advisory Committee; eliminated the Occupation Tax Board; and most recently the Board included in the Planning Commission ordinance the actual districts that each of the members would serve on. Therefore the City established that by the enabling ordinance which prompted this policy and the same thing with regard to the Board of Zoning Adjustment. The Historic District Commission has its own requirements with regard to whether they come from the Pleasant Street Historic District or from the Downtown District, which is prompted by the ordinance as opposed to this resolution, which is a policy. He said the same is true of CBID and others; therefore, the Board needed to amend the policy to take out those it had taken out by ordinance so that it was consistent. From that standpoint, it was a “housekeeping” matter, but that left three that it would still apply to which were Civil Service Commission, Transportation Advisory Committee, and Parks and Recreation Advisory Committee. Therefore, it was staff’s recommendation that rather than have these three committees in the separate policy, while others have it in their enabling ordinances or resolutions, that the Board repeal this resolution. Then if it is the Board’s desire to have a district requirement, it can be included in the actual enabling resolution for that particular group. Board of Directors Meeting 11 May 19, 2009 at 7:00 P.M.  Director Maruthur pointed out in the Board Action Request Form, it states that this action does not negate the state law requirement that appointees be qualified electors of the City. She mentioned there is a limited pool of people; and if there is an individual who is doing a good job on a commission or committee and they move from one district to another, the way it is written right now, they would have to leave that committee or commission. She stated it could eliminate people. Director Keheley questioned how many vacancies there are at the present time and expressed concern about the communication to the public. She stated in talking with citizens, they do not know what committees the City has or if there are vacancies. She said she would like to see the City do a better job of encouraging more participation from the public. City Manager Lance Hudnell advised that it is on the City’s website, and the newspaper is very cooperative in running articles. He said whenever staff members speak at civic groups, they often make that a point of emphasis that the City is seeking people to serve on various boards, commissions, and committees; and many times applications are passed out to leadership groups. He advised that today, he was on the radio and emphasized the City is always seeking applications. He mentioned that people sometimes think they can only apply when announcements are made, but persons can apply at anytime. However, there is a time when the City closes it for a particular appointment cycle. Director Maruthur asked if that could be incorporated in every meeting if the City is in need of members. City Manager Lance Hudnell said after this round of appointments that the Board will be appointing at the next meeting, there will be about two vacancies. He pointed out the City is still looking for someone from the Pleasant Street area, and there is one vacancy on Transportation Advisory Committee. Mayor Bush said he receives calls and he advises what is available and whether or not the people in his district are available to join that group. He noted it is placed in the newspaper and on Board of Directors Meeting 12 May 19, 2009 at 7:00 P.M. television and did not know of any other means to inform the public. He suggested that the Board Members keep up with what is available. Mr. John Martineau said that in the e-mail he distributed to the Board, he had a couple of solutions for publicity. He noted that the newspaper puts in a one-paragraph blurb on Page 2, second column and suggested that it be included with the agenda. Also, he mentioned everyone gets a newsletter in their water bill and possible include a little blurb the newsletter. City Manager Lance Hudnell advised that the City does that from time-to-time as well. Mr. Martineau suggested making it more visible on the City’s website. City Manager Lance Hudnell pointed out with regard to the website, when the City is in a recruitment phase in the sense of having some vacancies to be filled, it moves up to the front page under the “What’s Hot” buttons. Mayor Bush then called for a vote on the motion to adopt; and upon roll call, the following voted “aye”: Directors Maruthur, Jones, Keheley, Weatherford, Ramick, Daniel, and Bush, total 7; motion unanimously carried. Whereupon the resolution was declared adopted. OTHER BUSINESS 16 Board of Directors Items Director Maruthur announced an event held on Sunday, May 17, at the Transportation Depot called E-Day, which is Earth Day, Environmental, Energy, Efficiency, Education. She expressed appreciation to the different organizations that supported it. She then read from literature that was handed out on items that will save money: recycle paper, plastic, glass cans; don’t leave water running when brushing teeth; turn off lights, televisions and other electronics when finished with them. She noted one of the things that was pointed out was when people are charging their cell phones, the charger should be in; but when the cell phone is not in use, do not leave the charger in since it takes energy, and disconnect the cell phone first and then the charger because it does something to the power on the cell phone; ride a bicycle instead Board of Directors Meeting 13 May 19, 2009 at 7:00 P.M. of taking a car or bus; pick up litter; use products with the Energy Star label, which is a blue label. She said it has gone through a process and is very good for the electric bill and for energy conservation; use both sides of paper before throwing it away. She mentioned she did recycling in 1994 by returning her board packet envelopes. She also stated that people should not leave their doors to the outside open for longer than necessary. She urged the public to talk to their friends and family about saving energy. Director Maruthur pointed out that occasionally, the Directors receive information in their Board packets; and she would like to know who made the request. Mayor Bush questioned why she wanted to know who requested it; and Director Maruthur responded that when she arrived at the meeting tonight, there was a paper regarding travel but does not have a date. Also, there was another paper regarding employee vacation report as of May 1, 2009. She stressed that she would like to know who requested both of these and why. She said that she understands why they received the Spring Fling totals so the Board will know how much trash was picked up in each district. City Manager Lance Hudnell advised that when various Directors ask for a particular piece of information and whenever staff gives information to one Director, they try to give it to all of the Directors. With regard to the vacation hours, he stated a Director asked for that sometime ago; and he uses that report at staff meetings to remind the department heads they need to take their vacation since they cannot carry over more than 160 hours. He said that report was actually requested by a Director at sometime. He said that he believes one of the Directors asked for the report on travel from Finance, and it was provided to all of the Directors today. Mayor Bush stated if the Directors have to tell the other Directors every time they ask the City Manager for some information, then that will be included on the report. There were no objections from the Board. City Manager Lance Hudnell pointed out that neither of those were asked of him but were asked of other departments. Board of Directors Meeting 14 May 19, 2009 at 7:00 P.M.  Director Maruthur explained when the Directors are provided with information, she would like to know the reason. She requested that in the future, a date and who requested it be included on the document. Director Maruthur reported that her best friend, Marsha, received a good diagnosis today and asked that everyone keep her in their thoughts and prayers and also her mother who is going through a difficult time. Mayor Bush said that the Board will add Director Maruthur’s mother and her friend, Marsha, on the prayer list. Director Jones announced that Ms. Hot Springs Village, Petrella is going to compete in Ms. America. Also, her church on Gaines is starting to do a park; and anyone who would like to donate anything, please let her know. She reported that a computer was donated to the Pleasant Street Association, and they are trying to build a website and need some assistance. Director Daniel reported on the Stueart Pennington Running of the Tubs, with more tubs than ever. He stated the Fire and Police Departments had a grudge runoff at the end; and after this event, there was a chicken cook-off. He advised that both events were in conjunction with the Downtown Merchants’ Association, and the funds are designated for lighting downtown and scholarships. He said the next event will be the rib cook-off, which is July 25; and there will be a fireworks show on Memorial Day Weekend at Power Boats on Highway 7 South across from the Clarion. Director Weatherford expressed appreciation to all the City departments that participated over the weekend (Police, Fire, Public Works, and Sanitation). He mentioned that Mr. Bill Burrough, Sanitation Director; and Mr. Steve Mallett, Deputy City Manager for Public Works and Utilities, finished second in nontraditional chicken. Director Keheley reported that the Quapaw District had its traditional annual block party this weekend for more than 200 people who gathered in the neighborhood. Board of Directors Meeting 15 May 19, 2009 at 7:00 P.M. 17 City Manager’s Report City Manager Lance Hudnell gave the following report: 1. He and Director Ramick rode on Seaport Airlines today, which is one of the bidders for Essential Air Service. They had a plane here today to demonstrate what will be used in the service should they be granted the contract. The FAA is currently receiving proposals for a number of cities of which Hot Springs is one for a replacement provider for the City. Seaport is out of Portland, Oregon; and if they are the successful bidder, they are proposing to start with three planes a day to Memphis, Tennessee. Director Ramick stated what they are using is a Swiss plane called a Pilatus PC-12, which is a nine-seat airplane, with every seat being a window and aisle seat. He said it is a single-engine plane, turbo prop, and was very quiet and smooth. He commented that many people may be concerned about a nine-seat airplane; but he has no concerns with a 45-minute flight to Memphis. He said that he was impressed with the performance. Regarding the airfares, they will be between $ 49 and $ 149, depending on when people make their reservations. He mentioned with the nine-seat airplanes, people are not required to go through the metal detectors. They arrive at the airport and get on the plane and can get there 10 minutes before departure. He noted when they get to Memphis, they walk off the plane and vice versa and do not have to wait in line to go through the metal detectors, or remove shoes. He said he was impressed with the presentation they made and would recommend them as the City’s air carrier. He reported they can start as early as October 1, and their completion rate is 98.5 percent, which means the only time they do not fly is during fog. He stressed that he believes it will be an asset to the City. He said they discussed getting people to board the planes because some people may be leery of a small airplane, but it was suggested that possibly they will have $ 10 or $ 20 flights to Memphis in order for citizens to feel comfortable. He added they will also go to Jonesboro; El Dorado; and Owensboro, Kentucky. Mayor Bush questioned if they will go to Dallas, and Director Ramick advised they will not go to Dallas; but they will consider Board of Directors Meeting 16 May 19, 2009 at 7:00 P.M. that. However, they have to make a profit and want to fill the airplanes; and then they would consider that at sometime. He stated with just the three flights, seven days a week, there may be some days they might have more than nine passengers requesting a flight. At that time, they will bring in more equipment to accommodate that. Mayor Bush questioned if they would fly if they had only two passengers, and Director Ramick said they would. City Manager Lance Hudnell explained they still have to submit their proposal so they are not the selected provider yet. He added that the flight was a pleasant experience. 2. On Friday, the Animal Shelter adopted out ten animals, which was a record for a single day. 3. A thank-you letter was received from Ms. Josie Fernandez, superintendent of the National Park Service, for the City’s assistance during the recent rain event where there was a stopped-up drain on the mountain causing some problems downtown. A letter and resolution were received from the Arkansas Waterworks Association expressing appreciation to Mayor Bush for hosting and providing the welcome. Mr. John Faulkner, Engineering Project Coordinator, responds to many of the incidents called in by the Directors, and a letter from a citizen in Pine Meadows was received for his kind attention to her flooding issues. 4. In the normal packets tonight, the Directors have a chart with regard to the ARRA applications. Staff will keep that updated so the Directors can be aware of what projects are available. 5. Also, in the packet is an administrative policy under the City Manager’s authority regarding committee appointments. He said he would like feedback on that within the next three or four days. 6. There will be a work session following the next agenda meeting on June 9. The City is getting close to receiving some recommendations from its engineer with regard to the water treatment plant. Board of Directors Meeting 17 May 19, 2009 at 7:00 P.M.  Mr. Mallet, Deputy City Manager for Public Works/Utilities, added there will be a presentation on the water treatment plant and water expansion, which will probably take 1 to 1-1/2 hours. City Manager Lance Hudnell stated this work session will be for a single item, and the normal work session will be on June 30. City Manager Lance Hudnell stated there is section on the City’s website that has been set up so citizens can track the progress of the water treatment plant project. It is very preliminary until direction is received from the Board following the work session on June 9 and will come back at a subsequent Board Meeting to get some actual action by the Board and direction. Director Maruthur stressed that the public will be welcome to listen, and City Manager Lance Hudnell responded that all meetings are public meetings. 7. There were a number of items on the Consent Agenda: (1) bid awards; (2) the grant agreement; and (3) the Board extended the Cable Franchise Agreement. He and City Attorney Brian Albright are working closely with Resort Television Cable to come up with a new contract that will cover the next ten years. There will be a public hearing in June with regard to that; however, the date has not been set. Director Maruthur asked that an explanation be given on Agenda Item No. 11 (Grant Application for Fire Act Grant Program). City Manager Lance Hudnell reported this grant entails $ 110,000 from the Fire Watch Program and will be primarily for advanced life support equipment. He stated the City is continuing to build its capacity with regard to emergency medical services; therefore, this grant will be used to continue to enhance that capacity. 18 ADJOURNMENT There being no further business to come before the Board, the meeting adjourned at 8:00 p.m., to meet again on Tuesday, June 2, 2009, at 7:00 p.m. Board of Directors Meeting 18 May 19, 2009 at 7:00 P.M. ATTEST: _____________________ APPROVED:__________________ Lance Hudnell, City Clerk Mike Bush, Mayor Board of Directors Meeting 19 May 19, 2009 at 7:00 P.M.