Board of Directors

MINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE CITY OF SILOAM SPRINGS, BENTON COUNTY, ARKANSAS, HELD OCTOBER 18, 2022 The City of Siloam Springs, Arkansas, met in regular session at the City of Siloam Springs Administration Building on October 18, 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; Kevin Moore, City Engineer; and Jay Williams, City Attorney. Opening prayer. Director Allen 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. The mayor asked if there were any comments from the audience regarding an item on the Consent Agenda. No one came forward. Item A: 2021 Independent Auditor' s Report/ Landmark Certified Public Accountants. Christina Petriches introduced Chris Cluck with Landmark CPAs. Cluck reviewed the highlights of the financial statement and stated it was an unmodified opinion. Consent Agenda: B. Workshop Minutes/ October 4, 2022 C. Regular Meeting Minutes/ October 4, 2022 D. Dedication of Utility Easements/ 930 E. Jefferson Steet E. Dedication of Utility Easements/ 1803 N. Dawn Hill Road F. Grant Acceptance/ Walton Tree Initiative Grant/ Parks& Recreation/$ 79, 532. 00 Director Burns requested Item F be removed from consent. A motion was made by Smiley and seconded by Allen to approve the remaining items on the Consent Agenda. Nation asked for a roll call vote. Motion passed unanimously. Item F: Burns pointed out that the trees the city was receiving were 2" in diameter; watered twice weekly; that we should be able to see substantial growth in our lifetime; and that he appreciates Board of Directors Meeting Minutes Page 12 October 18, 2022 these facts. A motion was made by Smiley and seconded by Burns to approve the item. Motion passed unanimously. Item G: Ordinance 22- 24/ 2nd 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 briefed the item. Burns pointed out there would be significant development on both corners. A motion to place Ordinance 22- 24 on its second and third reading, suspending the rules and reading title only, was made by Smiley and seconded by Carroll. 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 second and third reading. A motion to adopt was made by Smiley and seconded by Sappington. Motion passed unanimously. Item H: Resolution 60- 22/ Golf Course Improvements/ Siloam Springs Country Club/$ 30, 000 Phillip Patterson briefed the item. James McGuirk, 412 W. University, said he had polled 28 households and 26 were opposed to this resolution. Curtis Smith, 218 S. Wright, on behalf of the golf course, pointed out the importance of the course to student athletes, that he believed Maxim was able to turn the course around; and thanked the Board for its consideration of the proposal. Allen, Burns and Hunt all indicated they would be in favor of a representative of the city sitting as an advisor or ex- officio member on the board. Burns pointed out the course was the home of the headwaters of Sager Creek; and that her would like to see the local Chamber use the city course as opposed to courses in the corridor for its tournaments. Smiley said he was in favor and believed this was the solution. Hunt stated she has spoken with several citizens; read responses she had received and said she would be voting in favor of the item. Rissler said she appreciated the community support but pointed out a past initiative provided to the country club by the city. Sappington said it wasn' t prudent to look at the past and considered the Chamber not using the city course for its tournaments a" slap in the face" and that she would rather see the CoC money go to the History Museum. Smiley said she was in favor of the item and considered it an economic development opportunity and an amenity to the city and industry. Allen stated he was always in support of golf in general; that the situation was a result of past poor management; that it would cost the city a lot more money if the course is allowed to fail; and maintenance costs would be astronomical. Andrew Fletcher, Deerfield Meadow, said the course needs help, not a bailout; that he has volunteered his own time and feels that is a testimony in itself. A motion to approve Resolution 60- 22 was made by Smiley and seconded by Sappington. Motion passed 6/ 1 with Rissler voting no. Item I: Resolution 61- 22/ 2023 Compensation Plan. Allen made a motion that this item be tabled until the resolution to approve the budget was on the agenda, which was seconded by Smiley. Motion passed unanimously. Board of Directors Meeting Minutes Page 13 October 18, 2022 Item J: Contract/ Highway 412 Median Improvements Phase 1/ OELKE/$ 309, 957. 73. Don Clark, briefed the item. Discussion from the Board was generally in opposition of spending this much money on the project. A motion to approve the item was made by Smiley. Motion failed for lack of a second. Item K: Utility Commission Interview Committee. Patterson briefed the item. Mayor Nation stated she had two directors express interest in sitting on the committee; Allen and Smiley. Rissler asked if a director- elect could sit on the committee. Nation said she preferred sitting directors. Allen made a motion that he, Smiley and Carroll be appointed to the committee; seconded by Hunt. Mayor called for a voice vote. Motion carried unanimously. Item L: Employee Benefits Comparison Summary. Misty McGlothlin briefed the item. Rissler pointed out that Fayetteville had better benefits and that she doesn' t agree with the percentage breakdown; Allen agreed that the contributions by the city should be more uniform. Bums quoted Bob Highfill as always saying, the city' s employees were its greatest asset. Item M: 3rd Quarter Reports: Chamber, Main Street and History Museum. Patterson pointed out d that a copy of the 3` quarter reports for each entity had been provided and that representatives from the History Museum and Main Street were available for questions. Smiley thanked the entities for their reports. Bums pointed out the Chamber was not present, but asked why certain charges were being billed to the city, including attending a ribbon cutting; donating masks to CPG; and stated he was struggling with the report because he believed a lot of what was being done was what the Chamber should actually be doing. Smiley said she had some of the same questions and pointed out that one charge to the city was not a city event but actually Director Rissler' s event. Rissler asked if this was billable time they were reporting. Patterson pointed out the requirements of the contract with the City. Bums said there were certain items that have no value. Allen said he thought they were just reporting what they did. Sappington said we need to look at the outcome of the activities to see if the city is getting what is needed; wants to see what the benefits are the city received from the activities; and praised the Museum for the work they do. Rissler said she thought the chamber covered what Main Street couldn' t. Item N: 3rd Quarter Makerspace Report. Patterson pointed out a copy of the report had been provided. Item P: Administrator' s Report: Patterson reviewed the Administrator' s report attached hereto. Directors' reports: The mayor thanked the 911 operators for their continued efficiency and that it shows in the awards received; and thanked staff for their attendance and bringing information to the Board. Sappington said she believed a lot was accomplished; thanks the History Museum and Main Street for being in attendance; that Quarter Road will be closed Friday between Lincoln and Waukesha would be closed ; the Manna Center was providing a" meal bag" to volunteers for donations to help feed families during the holidays; that JBU was holding its" Toilet Paper" game on the 28th; that there would be a marching band contest this weekend at the high school and encouraged the audience to attend; and that she was losing sight in her left eye and that Board of Directors Meeting Minutes Page 1 4 October 18, 2022 God' s plan for her was to finish this year as a director and appreciate the prayers and support. The mayor pointed out that there are those who pray continuously for the board for guidance and thanked them for the support. Rissler said on the 2023 compensation plan she would like to staff to look into part time employee benefits; and there would be a music festival on November 13th from 2: 45 to 4: 45 at Camp Siloam. Carroll said he was privileged to attend a memorial service for Eugene Whitmore and what an impact he had made and that he was glad to be a small part of his live; he reminded everyone to winterize campers and take the hoses off the house; and that the temperature would be right back where he liked it by the weekend. Smiley extended prayers to Sappington; congratulated the 911 call center; congratulated the History Museum for its fundraiser and thanked the Park House Inn for hosting the event and the Arts Center for its participation; and stated she enjoyed the conversation tonight. Allen extended condolences to the Whitmore and Cliff Crowder families; extended prayers to Sappington; said after evaluation of all sides of the golf course issue, he believed his decision was right; thought the money that was to be used for 412 beautifications could be better spent in other places; asked that the proposed budget be put on the city' s website so citizens could review it, along with the auditor' s report. Hunt extended prayers to Marla; said she received a text every Tuesday about prayers for her and she appreciated it; thanked staff for the benefit comparison; thanked Stacy, Mary and Don from Main Street and the History Museum for attending; congratulated the 911 call center; and stated that" Keep Arkansas Beautiful" was this Saturday. Burns congratulated the Siloam dispatchers- they are the unsung heroes; and pointed out that there are a ton of free activities in Siloam this fall to participate in. With no further business, a motion to adjourn by Burns and seconded by : 11: 11:.,:', was made Nation called for a voice vote. Motion passed unanimously. Meeting adjourned. r- r: ATTEST: Aix 2-(&_, a___.. L APPROVED: a' 4 4/ 1I/ A 4,/ 4A Q OA),, Ti J . r. ii Renea Ellis, City Clerk, CAMCQUIC,,; ud ation ayor NG,' itie 4 ;. ......._ - ARK r ``.  a Fr- § R Siloam Sprinos J Administrator' s Report October 18, 2022 1. Expenditures: 44, 875. 00— Electric— 21 50ft, 25 45ft, and 30 40ft oil base wood poles/ Inventory 41, 200. 00— Electric- 200 LED Cobra head street light fixtures/ Inventory 42, 390. 00— Electric— 15, 000' of 1/ 0 URD Primary Wire! Inventory/ General Line Extension/ Maintenance 38, 960. 00- Electric- 2 50kva 240/ 120 1 PH; 2 225kva 208/ 120 3PH Pad Mount Transformers/ Inventory/ New Customer/ Maintenance Per Resolution 61- 21 78, 665. 00— Electric— 7 25kva 240/ 120 1PH; 2 112. 5kva 208/ 120 3PH; 2 150kva 208/ 120 3PH Pad Mount Transformers/ Inventory/ New Customer/ Maintenance 2. September Sales Tax Receipts City Sales Tax September up 7% YTD up 9% County Sales Tax September up 0. 7% YTD up 3% 3. Siloam Springs 911 Call Center Awards- On October 7th, 2022, Public Safety Communications Supervisor Brianna Valentine accepted two awards on behalf of the Siloam Springs Communications Center from the Arkansas Crime Information Center( ACIC). The first award was for the department' s dedication in completing an outstanding ACIC systems audit. During the audits, the communications center is required to verify all entries including warrants and stolen property are accurate. The second award was presented for an outstanding Criminal Justice Information Services (CJIS) audit. This audit is to review all required employees and vendors have successfully completed the mandatory training requirements to access the ACIC system. The Siloam Springs Communications Center was one of only two agencies to receive the award out of the more than seventy- five ACIC terminals in the state. 4. Utility Commission— Anyone interested in serving on the City' s newly formed Utility Commission please go online and submit an application. The Commission will consist of five members serving staggered four- year terms. The initial terms will begin in January 2023, and will be for one, two, and three- year terms. Any utility customer and qualified elector residing within the city may complete an online application, which can be found on the City' s website or may pick up an application from the City Clerk' s office. Applications will be accepted through October 31S` 5. Fall Clean Up— Staff picked up 125 tons of materials and spent a total of 385 personnel hours between the Sanitation and Streets divisions collecting and hauling the materials. Total cost for Fall Clean Up was 15, 241 ($ 4, 086 in tipping fees; $ 6, 750 in labor; $ 4,405 hourly rate of equipment charges). 6. Seating Arrangements