City Council

City Council of Jacksonville, Arkansas AGENDA Regular City Council Meeting June 2,2016 7:00 p.m. 1. OPENING PRAYER: PAGE 2. ROLL CALL: 3. PRESENTATION OF Regular City Council Meeting MINUTES: May 19,2016 1-7 4. APPROVALS AND/OR Regular City Council Meeting CORREC-TION OF MINUTES: April 21, 2016 5. CONSENT AGENDA: 6. WATER DEPARTMENT: 7. WASTEWATER DEPARTMENT: 8. FIRE DEPARTMENT: ORDINANCE 1533 (#13-2016) Waiving Competitive Bidding for the Purchase of Centrex Access, circuit, internet, facsimile, and telephone services at JFD1scentral fire station (Mayor Fletcher) 9. POLICE DEPARTMENT: 10. STREET DEPARTMENT: RESOLUTION 741 (#07-2016) Expressing willingness to utilize Federal Aid monies for participation in the 2016 Transportation Alternatives Program (Mayor Fletcher) (available at meeting) 11. SANITATION DEPARTMENT: 12. PARKS & REC. DEPT: Request to Accept Bid: Community Center Roof (Mayor Fletcher) 13. PLANNING COMMISSION: 14. GENERAL: DISCUSSION: Municipal League Conference scheduling conflict with June 1 6 ~ City~Council meeting (Mayor Fletcher) 15. APPOINTMENTS: 16. ANNOUNCEMENTS: ADJOURNMENT  CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MAY 19, 2016 7:00 P.M. - 7:30 P.M. REGULAR CITY COUNCIL MEETING - CITY HALL - #1 MUNICIPAL DRIVE The City Council of the City of Jacksonville, Arkansas met in regular session on May 19, 2016 at the regular meeting place of the City Council. Alderman Howard delivered the invocation and Mayor Fletcher led a standing audience in the "Pledge of Allegiance" to the flag. ROLL CALL: Aldermen: Elliott, McCleary, Sansing, Ray, Mashburn, Traylor, Twitty, Smith, and Howard answered ROLL CALL. Mayor Fletcher also answered ROLL CALL declaring a quorum. PRESENT NINE ( 9 ) , ABSENT (1). Aldermen Bolden was absent. Others present for the meeting were: City Attorney Robert Bamburg, Director of Administration Jim Durham, Human Resource Director Jill ROSS, Finance Director Cheryl Erkel, Parks Director Kevin House, Police Chief Kenny Boyd, Fire Chief Alan Laughy, CDBG Director Theresa Watson, IT Director Scott Rothlisberger, Planning Commission Chairman Jim Moore, Planning Commissioner Patrick Thomas, Code Enforcement Officer Charlie Jenkins, interested citizens, and members of the press. PRESENTATION OF MINUTES: Mayor Fletcher presented the minutes of the regular City Council meeting of April 21, 2016 for approval and/or correction at the next regularly scheduled City Council meeting. APPROVAL AND/OR CORRECTION OF MINUTES: Alderman Howard moved, seconded by Alderman Ray that the minutes of the regular City Council meeting of 21 April 2016 be APPROVED. MOTION CARRIED. CONSENT AGENDA: REGULAR MONTH REPORT/ANIMAL CONTROL Alderman Ray moved, seconded by Alderman Elliott to approve the regular monthly report for April 2016. ADOPTION FEES/FINES $1,780.00 CONTRIBUTIONS 0.00 TOTALS $1,780.00 REGULAR MONTHLY REPORT/FIRE DEPARTMENT Alderman Ray moved, seconded by Alderman Elliott to approve the regular monthly report for April 2016 from the Jacksonville Fire Department, reflecting a fire loss of $66,700.00 and a savings total of $263,300.00. REGULAR MONTHLY REPORT/POLICE DEPARTMENT Alderman Ray moved, seconded by Alderman Elliott to approve the Regular Monthly Report for April 2016 regarding annual crime statistical comparisons.  CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MAY 19, 2016 7:00 P.M. - 7:30 P.M. Code Enforcement for April 2016 Assigned Calls 238 Self-Initiated Calls 669 Follow ups Basketball Goals Meetings/Court Hearings Structures Inspected Warnings Issued Rental Properties Inspected Notices/Letters Written Properties Red Tagged Vehicles Tagged Search Warrants Served Vehicles Towed Structures Rehabbed Lots posted Structures Condemned Signs removed Houses Demolished by City Trash cans tagged Houses Demolished by Owner Parking Violations Tickets Issued Grass Letters Grass Mowed REGULAR MONTHLY REPORT/ENGINEERING DEPARTMENT Alderman Ray moved, seconded by Alderman Elliot to approve the regular monthly report for April 2016. PERMITS/LICENSE ISSUED INSPECTIONS PERFORMED Building Permits 6 Building Inspections 24 Business Licenses 14 Electrical 34 Plumbing 36 HVACR 12 ROLL CALL: Aldermen: Elliott, McCleary, Sansing, Ray, Mashburn, Traylor, Twitty, Smith and Howard voted AYE. MOTION CARRIED. WASTEWATER DEPARTMENTS: WATER DEPARTMENT: STREET DEPARTMENT: GENERAL: ORDINANCE 1552 (#12-2016) AN ORDINANCE WAIVING COMPETITIVE BIDDING FOR PURCHASE OF COMPUTER ENGINEERING EQUIPMENT HARDWARE LICENSING SOFTWARE INSTALLATION AND WARRANTIES FOR THE CITY1S MAIL SERVER MIGRATION AND BACKUP SYSTEM; FOR APPROPRIATE TRAINING AND ACCESS FOR DEPARTMENT REPRESENTATIVES; DECLARING AN EMERGENCY; AND, FOR OTHER PURPOSES. Alderman Ray moved, seconded by Alderman Sansing that Ordinance 1552 be placed on FIRST READING. IT Director Scott Rothlisberger related that the City's mail server is in predictive failure, clarifying that he would estimate 60 to 90 days  CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MAY 19, 2016 - 7 : 0 0 P.M. 7 : 3 0 P.M. before it fails. He stated that the server is 8 years old, running a 9 year old mail system. He pointed out that the important facts to consider are age, importance of server, the redundancy, retention and survivor-ability. He stated that it is the most important server because of its use, and recovery would be difficult or impossible if it were to go down. He explained that currently we have 45 days of back-up retention, saying that if we lost the server right now he could not with any confidence guarantee he could get any of the data back. He related that the current back-up system has an end of life as of 2010. He noted that he included an addendum to his original information regarding new lease dates which had expired. He stated that the new lease agreement is good until August 31St including a new quote that was dated today. He explained the various components of the servers and back-up system. He added that he is proposing to take the physical hardware, the mail server and make it virtual, so if any of the hardware is lost the mail server will survive. He stated that they would get a new server (Microsoft Data Protection Manager) with up to 5-years of back-ups as opposed to 45 days. He stated that he would be able to restore mailboxes and files in a matter of seconds. He added that if any of the hardware is lost it could be retrieved in minutes. He stated that the quote, lease agreement, and the ClearPointe engineering fees comes to $88,091.78, adding that in order to keep costs down CDW-G has agreed to a lease agreement that can be paid off early without penalties. He clarified that it will keep cost down and the City will have to pay a monthly payment on the hardware. He added that unfortunately the engineering fees ($26,530.00) to make this happen from ClearPointe will have to be paid up front. He answered that ClearPointe will continue to manage the servers and back-ups; he related that the City pays management fees on all the servers. He added that with this plan the City will have to pay to have one more server managed. He stated that instead of two systems being on one server they will now have two servers so that will raise the management fees. He related that ClearPointe has agreed not to increase the management fees this year, however in 2017 it will go up if the City chooses to have ClearPointe manage the back-up system. In response to a question from Alderman McCleary, Director Scott Rothlisberger answered that the transfer would be seamless. He explained that the City is running in a Microsoft hyper-VM environment so if we lose the hardware that the VM1s are parked on, they will roll over within half a second. He then related that it would most likely take one weekend to move the old mailboxes over to the new server, adding that a time would have to be scheduled. Mayor Fletcher clarified with Director Scott Rothlisberger that the correct amount for waiving competitive bidding would be $88,091.78. City Attorney Bamburg noted that the amount in Ordinance 1552 is $149,201.41, which is the total of all figures provided to him.  CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MAY 19, 2016 7:00 P.M. -7:30 P.M. Alderman Traylor questioned if the reason the amount is less is because we are doing the lease option purchase regarding the HP part. City Attorney Bamburg advised that the Ordinance amount should be changed to state the new quoted amount of $88,091.78. Alderman Traylor questioned if it is a lease purchase, does that verbiage need to be included in the Ordinance as well. City Attorney Bamburg stated that it is in there, saying that it is one of the attachments; the hp document shows it as a lease with no prepayment penalty. ROLL CALL: Alderman Elliott, McCleary, Sansing, Ray, Mashburn, Traylor, Twitty, Smith and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1552. Alderman Ray moved, seconded by Alderman Sansing to APPROVE Ordinance 1552 on FIRST READING and suspend the rules and place Ordinance 1552 on SECOND READING. Alderman Traylor moved, seconded by Alderman McCleary to AMEND Ordinance 1552 by changing the stated amount of $149,241.00 to $88,091.78 for all costs associated with lease to purchase and acquisition of appropriate computer engineering, equipment, hardware, licensing, software, support, training, and warranties. ROLL CALL: Alderman Elliott, McCleary, Sansing, Ray, Mashburn, Traylor, Twitty, Smith and Howard voted AYE. NAY (0). MOTION CARRIED. ROLL CALL to approve First Reading and suspend the rules and place Ordinance 1522 on Second Reading as AMENDED: Alderman Elliott, McCleary, Sansing, Ray, Mashburn, Traylor, Twitty, Smith and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Barnburg read the heading of Ordinance 1552. Alderman Ray moved, seconded by Alderman McCleary to further suspend the rules and place Ordinance 1552 on THIRD and FINAL READING as AMENDED. In response to a question from Alderman Traylor, Director Scott Rothlisberger answered that there are 317 active mailboxes, adding that with purchase of the mail software they will get 25 licenses. Director Scott Rothlisberger then confirmed with Alderman Traylor that all the mailboxes are needed. He then stated that licenses for the 300 mailboxes are significant, so he researched alternatives and the alternatives were not any better. ROLL CALL: Alderman Elliott, McCleary, Sansing, Ray, Mashburn, Traylor, Twitty, Smith, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1552.  CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MAY 19, 2016 7:00 P.M. - 7:30 P.M. Alderman Ray moved, seconded by Alderman McCleary that Ordinance 1552 be APPROVED and ADOPTED. ROLL CALL: Alderman Elliott, Bolden, Sansing, Ray, Mashburn, Traylor, Twitty, Smith, and Howard voted AYE. NAY (0). MOTION CARRIED . Alderman Ray moved, seconded by Alderman Sansing that the EMERGENCY CLAUSE be approved and adopted. ROLL CALL: Alderman Elliott, Bolden, Sansing, Ray, Mashburn, Traylor, Twitty, Smith, and Howard voted AYE. NAY ( 0) . MOTION CARRIED. ORDINANCE 1552 (#12-2016) APPROVED AND ADOPTED THIS lgth DAY OF MAY, 2016 b. Request to set Public Hearing regarding street name change from Commerce Drive to Sig Sauer Mayor Fletcher pulled the item from the agenda pending further information. Addition to Agenda: Promotion/recruitment video for the Jacksonville Fire Department Chief Laughy noted that the approximately 6 minute video was filmed by Civil Service Commissioner Mark Evans for promotion of the Fire Department. The City Council viewed the video and it was noted that the video has also been uploaded to the City website. Mayor Fletcher stated that the City of Jacksonville is blessed to have someone in the community of Mark Evansr caliber and talent. He expressed his appreciation. He noted that Lynette Culpepper's young son, Keegan who is dreaming of being a fireman when he grows up, was featured in the video. APPOINTMENTS: BOARD OF ADJUSTMENT Alderman Traylor moved, seconded by Alderman Ray to approve the reappointment of Art Brannen for a term to expire 2/05/2019. MOTION CARRIED. CIVIL SERVICE Alderman Sansing moved, seconded by Alderman Ray to approve the reappointment of Lauren Fowler for a term to expire 4/01/2022. MOTION CARRIED. ANNOUNCMENTS: Mayor Fletcher announced that City offices will be closed Monday, May 3oth in observance of Memorial Day and sanitation routes will run one day late. He then announced singer Brad Mount will be appearing Westside Baptist Church at 417 Dupree Drive, May 21St starting at 7:00 p.m.  CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MAY 1 9 , 2 0 1 6 7 : 0 0 P.M. - 7 : 3 0 P.M. Alderman Elliott announced that the major fundraiser for the Jacksonville Boys and Girls Club will be held May 26th at the Community Center beginning at 6:00 p.m.; speaker will be Steve "Wildman" Wilson. He related that tickets are $50.00 per person. He encouraged everyone to attend, noting the importance of this fundraiser for the Club. Director of Administration Jim Durham introduced an item of business regarding a new phone system for the Jacksonville Fire Department. He stated that the City Council would need to offer some direction because of the amount involved. A l d e r m a n E l l i o t t m o v e d , seconded by A l d e r m a n S a n s i n g t o suspend the rules and place the i t e m of a n e w phone s y s t e m for the J a c k s o n v i l l e F i r e D e p a r t m e n t on the a g e n d a . MOTION CARRIED. FIRE DEPARTMENT: New phone s y s t e m Director Scott Rothlisberger noted that he included information in the agenda packets regarding quotes from Ritter Communications. He related that the monthly payment to CenturyLink is approximately $1,068.00, adding that Ritter Communications is willing to put in a new phone system at the Central Fire Station and waive the installation costs. He stated that the system would have lOOMbps Internet for $839.00 monthly. He stated that CenturyLink had a quote of approximately $17,000.00 just to install the equipment and Ritter Communications is waving the installation fee. Director Durham stated that it is not the monthly amount that needs to be brought before City Council, it is the aggregate amount. The aggregate amount that it will cost the City annually is above what can be approved administratively. He stated that the City Council would need to approve the change, explaining that the monthly amount of $839.00 is not necessary to be approved but the overall 60 month contract for equipment would need to be approved. Mayor Fletcher stated that there is not a waiving competitive bidding ordinance to offer the City Council to take action at this time. Discussion ensued regarding issues with the current system and the urgency of moving forward with this item of business. Mayor Fletcher noted that it is hard to tell when something is going to wear out, recognizing that the Fire Station is being remodeled, which makes this an unfortunate time for this to come about. Alderman Traylor noted that Ritter is still laying lines around Jacksonville, questioning if they are ready to do this project. Director Durham assured Alderman Traylor that Ritter is ready and able to handle the project. He reiterated that it is not the monthly amount but the 60 month contract that the City Council will need to approve.  CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MAY 19, 2016 7:00 P.M. - 7:30 P.M. Mayor Fletcher stated that the ordinance waiving competitive bidding will be brought back at the next regularly scheduled City Council meeting of June 2, 2016. ADJOURNMENT : Without objection , Mayor Fletcher adjourned the meeting at approximately 7:30 p.m. MOTION CARRIED. Respectfully, Susan L. Davitt MAYOR GARY FLETCHER City Clerk-Treasurer  ORDINANCENO. 1553 (#I3 - 2016) AN ORDINANCE WAIVING COMPETITIVE BIDDING FOR PURCHASE OF CENTREX ACCESS CIRCU.7; INTERNZ7; FACSIMILLZ, AND TELEPHONE SERVICES AT JFDS CENTML FIRE STATION; FOR APPROPRIATE IMPLEMENTATION AND ACCESS FOR DEPARTMENT AND I T REPRESENTATIVES; DECURING AN EMERGENCY; AND, FOR OTHER PURPOSES. WHEREAS, after comparison to the current services through CenturyLink, the City has determined that better Centrex Access, Circuit, Internet, Facsimile, and Telephone Services for JFD's Central Fire Station can be obtained and provided by Ritter Communications. The importance of efficient and effective Centrex Access, Circuit, Internet, Facsimile, and Telephone Services for Central Fire Station cannot be err~phasizedenough; and, WHEREAS, said services are being offered by Ritter Communications at substantial savings to the City over the current services provided by Centuryl-ink. As a result, City Staff recommend waiver of competitive bidding and request they be allowed to contract with Ritter Communications as outlined on the attached documents for said Centrex Access, Circuit, Internet, Facsimile, and Telephone Services for Central Fire Station. NOW, THEREFOR6 BE I T ORDAINED AND ENAOED BY THE CITY COUNCIL OF THE CITY OF JACKSONVILLZ, ARMNSAS, THAT: SEOION ONE: Competitive bidding for Centrex Access, Circuit, Internet, Facsimile, and Telephone Services for Central Fire Station and warranties for the City would be costly and non-productive, making said competitive bidding unfeasible and impractical. SEOION W O : Competitive bidding is hereby waived, pursuant to ACA 514-58-383, to authorize contracting for a Centrex Access, Circuit, Internet, Facsimile, and Telephone Services for Central Fire Station. Authorization is hereby given to the Mayor and/or his authorized representative(s) to enter into contract ORDINANCE NO. 1553 (#I 3 2016 ) - PAGE W O with Ritter Comm~~nications for said services, all for a current annual cost not to exceed Ten Thousand Sixty-eight Dollars ($10,068.00), together with applicable tax and any future City-approved annual increases. Authorization is also granted to the Mayor and/or his authorized representative(s), to enter into the appropriate documents for acquisition of Centrex Access, Circuit, Internet, Facsimile, and Telephone Services for Central Fire Station and warranties from Ritter Communications of Jonesboro, Arkansas, to acquire the needed services. SEOION THREE: All Ordinances, parts of Ordinances, or previous actions taken by said Council in conflict herewith are hereby repealed to the extent of such conflict. SEOION FOUR: This Ordinance, necessary for the continued efficient delivery of public services and for the benefit, health, safety, and welfare of the citizens of Jacksonville, should be implemented immediately. Therefore, an emergency is hereby declared, and this Ordinance shall be in force and effect from and after its date of passage. APPROVED AND ADOPTED THIS DA Y OFIUNE, 2016. CTY OFJACKSONVILLE, ARKANSAS SUSAN DA V m C7TY CLERK APPROVED AS TO FORM: ROBERTE B A M B U . CTYA~~ORNEY  CITY OF JACKSONVILLE BID TABULATION SHEET PROJECT NAME: Community Center Roof Repair BID NUMBER: JAXI 6-003 DEPT: DATE: 512312016 TIME: 10:OOam TABULATED BY: CE OPENED BY: Mayor Fletcher