Board of Directors

MINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE CITY OF SILOAM SPRINGS, BENTON COUNTY, ARKANSAS, HELD OCTOBER 4, 2022 The City of Siloam Springs, Arkansas, met in regular session at the City of Siloam Springs Administration Building on October 4, 2022. The meeting was called to order by Mayor Judy Nation at 6: 30 pm. Roll Call: Smiley, Rissler, Sappington, Burns, Allen, Carroll; Hunt— Present. City Representatives Present: Phillip Patterson, City Administrator; Renea Ellis, City Clerk; Chief Jeremey Criner, Fire Department; Chief Allan Gilbert, Police Department; Don Clark, Community Development Director; Justin Bland, City Engineer; and Jay Williams, City Attorney. Opening prayer. Director Hunt led the opening prayer. The mayor led the Pledge of Allegiance. The mayor asked if there were any comments from the audience regarding an item not on the City' s agenda. No one came forward. Item A: Lieutenant Brett Duncan/ Fire Department/ Retirement. Chief Criner introduced Duncan and presented him with a Certificate of Appreciation. Mayor Nation read a letter she received from a citizen praising the fire department. Duncan stated he was proud of the 19- year career he had with the department; that he had worked under 3 chiefs; that he was a member of the honor guard and would continue to be involved with that; and thanked the city, the department and his parents for their support. Item B: Curtis Smith, Siloam Springs Country Club. Curtis Smith, 218 S. Wright, President of the Siloam Springs Country Club, gave a background of how he became involved with golf; a history of the course and the trouble it is facing; and a proposal for Bryan Minnis with Maxim Golf Solutions to turn the course around with the help from the city, Simmons, and public and private donors. Comments from several Board members in favor of the proposal were received. Consent Agenda: C. Workshop Minutes/ September 20, 2022 D. Regular Meeting Minutes/ September 20, 2022 E. 2022 Surplus Declaration F. Dedication of Utility Easements and Right- of-Way/ 1700 Block of Hwy. 412 East G. Dedication of Utility Easements/ 900 Block of West Benton Street H. Dedication of Utility Easements and Right- of-Way/ 1800 Block of East Main Street I. Dedication of Utility Easements/ 220 and 302 South College Street J. Dedication of Utility Easements/ 21733 Carousal Drive K. Dedication of Utility Easements/ 3095 North Mt. Olive Street L. Dedication of an Emergency Turn-Around Easement/ 400 Block of West Cattleman Lane M. Resolution 55- 22/ Revised Final Plat Development Permit/ Heritage Ranch Addition, Phase 3 / 2200 Block of North Carl Street Board of Directors Meeting Minutes Page 12 October 4, 2022 N. Resolution 56- 22/ Final Plat Development Permit/ Fox Tail Addition, Phase 2/ 2400 to 2600 Block of East Kenwood Street O. Grant Acceptance/ Fire Department/ Staffing for Adequate Fire and Emergency Response Grant Department of Homeland Security/$ 1, 171, 666. 32. Director Rissler requested Item E be removed from consent. Director Burns requested Item 0 be removed from consent. A motion was made by Smiley and seconded by Carroll to approve the remaining items on the Consent Agenda. Nation asked for a roll call vote. Motion passed unanimously. Item E. Director Rissler said she was contacted by an online auctioneer who had some questions about the surplus declaration as to the bidding process, how auctioneers are chosen and how to get on our list. City Clerk Ellis responded by saying a request for quotes was sent out on January 28, 2022, and there was only one response. She said she looks online and in the yellow pages to locate those most local to Siloam Springs, and if someone would like to be added to the list, they can contact her. Director Allan asked if all the departments review the auction list in case there is an item from one department that another department would like to have. Administrator Patterson said they all get to review the list. Motion to approve Item E was made by Smiley and seconded by Rissler. Motion passed unanimously. Item O. Director Burns thought it was important to recognize Fire Chief Criner in getting this grant. They are not easy do; staffing at that Fire House, long before he was there, was always an issue and it is exciting the staffing levels we are providing to the citizens. A grant of this size should be recognized. Director Allan asked Chief Criner about the number of staffers mentioned in this grant process and wanted to congratulate him for applying to the federal government for this non- matching grant. Criner explained the way the staffing works. Director Sappington also congratulated Chief Criner. Motion to approve Item 0 was made by Allen and seconded by Smiley. Motion passed unanimously. Item P: Ordinance 22- 24/ 1st Reading/ Amending Section 102- 21 of the City Municipal Code/ Rezoning from I- 1 to C- 2/ 800 Block of Hwy. 412 West. Don Clark, Community Development Director stepped to the podium, introducing the city' s new Planner, Maegan Thomas, who then briefed the item. A motion to place Ordinance 22- 24 on its first reading, suspending the rules and reading title only, was made by Rissler and seconded by Allen. Motion passed unanimously. An ordinance entitled: An Ordinance Amending Section 102- 21 of the Siloam Springs Municipal Code( City Zoning Map); Rezoning( from I- 1 to C- 2) Property Located at 650 Highway 412 West; was read on its first reading. Item Q: Resolution 57- 22/ Significant Development Permit/ 1800 Block of East Main Street( East Cornerstone Plaza. Maegan Thomas briefed the item. Director Hunt had comments/ questions regarding preserving trees and about buffers; Director Burns had comments/ questions regarding previous discussions about E. Main and Country Club and widening that road to Lincoln with a turning lane, and the need for a crosswalk at Skilern Street to the school, and this needed to be done before this is operational, for kids' safety. Sappington also commented on this area and concerns for Board of Directors Meeting Minutes Page 13 October 4, 2022 the kids' safety. Maegan, Don and Patterson were able to respond; accordingly, staff will bring a dollar amount back to the board regarding the widening portion. At this point in the meeting, City Clerk Ellis left the meeting for personal reasons. A motion to approve Resolution 57-22 was made by Carroll and seconded by Rissler. Motion passed unanimously. Item R: Resolution 58- 22/ Significant Development Permit/ 4171 Hwy. 412 East( Taco Bell). Maegan Thomas briefed the item. Smiley asked about being able to turn either way when exiting. Clark responded that yes, you could turn right or left. Director Allen asked about whether Jiffy Trip had a problem with their exit. Don mentioned the tight drive access and that was the reason for the cross- access agreement and explained the exit strategy as it also related to Atwoods. It was also mentioned that Taco Bell and Jiffy Trip would have a shared entrance. A motion to approve Resolution 58- 22 was made by Smiley and seconded by Hunt. Motion passed unanimously. Item S: Resolution 59- 22/ Fee Waivers/ Siloam Springs School District/ Administration Building. Patterson briefed the item. Shane Patrick, Assistant Superintendent stepped to the podium and addressed the board, thanking them for this opportunity for furthering this partnership between the city and the school district. Director Burns asked about the timeframe to expand the ball fields with Patrick stating meetings were starting next week, but overall, probably looking at 2 years to complete. A motion to approve Resolution 59- 22 was made by Burns and seconded by Sappington. Motion passed unanimously. Item T: Contract Approval/ Fire Department/ Outdoor Warning Siren System Replacement/ ATI Systems/$ 222, 748. 01. Chief Criner briefed the item. Director Allen addressed concerns about certain areas that the outdoor sirens do not reach and wondering why a siren is going in at the Kayak Park, stating sirens not needing to go on city- owned land, but could go on easements. Allen asked about needing an engineer to review the plan and commented on concerns for people inside not hearing the sirens. Criner responded that the company designs these warning sirens with their acoustical engineers; he stated these are outdoor sirens and are not designed to be heard inside, and city-owned property like City Lake and the Kayak Park were chosen for a siren because of the outdoor use at these locations by citizens. Allen questioned the company using our current locations. Criner responded that the company' s acoustical design indicates that the current sites, with the additional sites, provided the best coverage for the city. Criner added that the city' s electric department could look at the sites to give opinion on whether the current sites are not the best, as they would be doing the installation. Director Rissler asked about radius of the sirens. Criner responded that because of that language being proprietary to the company, the radius was redacted, but in that redaction, it did give a radius based on 60, 70 and 80 decimals surrounding each site. Director Sappington agreed, saying if they could have seen the overlay map and the radius where it goes, and there are different elevations within our city, and that should be taken into consideration as well. Director Burns commented on when this conversation first came up, they talked about doing away with the sirens, but outside of this system, he would encourage the Fire Department to continue to use CodeRed Alert, other technology out there; technology is different now and in the future we will come back to develop the warning system to the best of our ability. Director Carroll thanked Criner for his due diligence. Allen questioned if this is self-monitoring. Criner responded they do still recommend a monthly test like we are currently, the first Monday of the month, and it is also self- monitoring. A motion to approve the item was made by Allen and seconded by Sappington. Motion passed unanimously. Board of Directors Meeting Minutes Page 14 October 4, 2022 Item U: August Financials. Patterson pointed out that a copy of the fmancials had been provided and questions should be directed to him or Christina Petriches. Item M: Administrator' s Report: Patterson reviewed the Administrator' s report attached hereto. After discussing the various options for an ANRC grant for County Acres Phase 2 sewer and city sewer in the Coons Addition( county subdivision), the consensus was for staff to not apply for a ANRC grant at this time due to number of unknown issues, and for staff to start the process of developing a plan for financing and constructing Country Acres Phase 2 sewer in the future. Directors' reports: Director Smiley congratulated Brett Duncan on his retirement and service to the City; and informed citizens of Meet the Founders event provided through Siloam Springs Museum and Sager Creek Arts Center on October 15th, at The Park House. Director Allan wanted to express appreciation to Lieutenant Brett Duncan and his family, and his shift for being here for his retirement; thanked Patterson for all his work on the ANRC sewer grant talked about tonight, Dawn Hill sewer; these no end situations relating to sewer; and congratulated Chief Criner on two great projects tonight. Director Hunt replied to a question from the last meeting on the sale of the Oklahoma property stating she did not think it was a good time to sell the property; congratulated Chief Criner for the grant and outdoor siren projects; thanked all the partners of the City who assisted with the Hispanic Heritage Festival; thanked Holland Hayden for all the work she did on behalf of the City; thanked Brett Duncan for all his 19 years of service with the City; thanked the Sanitation Department for the Fall cleanup; Homegrown Festival is this Saturday and pancake breakfast; and mentioned a Clean-up Siloam day on October 22 for all of us to pitch in and do some clean up around Siloam. Director Burns said the Hispanic Heritage Festival was fantastic; thinks the city should start looking at beer gardens again at these gatherings; Tap Into History is what is happening at the Museum, it' s historical characters; IRWP is doing a float trip Friday that will start at the Logan Cave/Conservation Area; the pancake breakfast is at Firehouse 1, 7 am to Noon; Heritage HomeGrown Festival is going to be fantastic; bikes and blues is kicking up; long history with Brett Duncan, commented on his servitude and involvement in Honor Guard; it' s good to be in Siloam. Director Sappington commented on the Fire Department years ago and how fortunate we are to have the services we have, it' s about progress; we have a lot of volunteers, qualified employees and such concerned citizens; talked about Brett Duncan and the Siloam family and culture, we welcome the new and embrace the old; and apologized for being late to the meeting. Director Rissler reminded everyone of the post put out by Parks and Rec on the Sager Creek plans; expressed congratulations to Lieutenant Duncan on his retirement, once family, always family. Director Carroll mentioned the Indian Summer we are having; the HomeGrown Festival this weekend along with JBU homecoming; and said he saw report of 300, 000 for Bikes, Blues and BBQ this weekend. With no further business, a motion to adjourn was made by Carroll and seconded by Sappington. Nation called for a voice vote. Motion passed unanimously. Meeting adjourned. ATTEST: w APP OVED: 4en2tA-, 2(7, ea Q- Ellis, City Clerk, CAMC/ CMC u Nati , Mayor  S Springs October 4. 2022 Administrator' s Report 1. Expenditures: 100 Low Lead Jet- A Fuel— Resupply 33, 760. 00— Airport— 8, 000 gallons 46, 392. 00— Fire— Emergency response staff vehicle. Lincoln& E. Main) traffic signal system intersection( 47, 616. 40— Electric- Thermal detection 2. ANRC ARPA Funding for Sewer Projects 2021 ANRC Wastewater Needs Survey- 503 projects submitted totaling over$ 1. 9B ANRC has$ 135, 000,000 available for sewer and stormwater projects County Acres Sewer Phase 2 estimated cost is$ 3, 137, 000 Coons Addition( county subdivision) Sewer estimated cost is$ 1, 318, 800 Total estimated cost is$ 4,455, 800 Cost Sharing Requirement is 50% if Median Household Income is greater than$ 50, 000 2020 MHH for Siloam Springs- $ 52, 073 2020 MHH for Benton County - $ 71, 556 A 50% cost share for both projects would require$ 2,227, 900 from City. A 50% cost share for only County Acres Phase 2 would require $ 1, 568,500 from City A 50% cost share for only Coons Additions would require$ 659, 400 Application Deadline is November 4th 1