Board of Directors

MINUTES OF THE SPECIAL- CALLED MEETING OF THE BOARD OF DIRECTORS OF THE CITY OF SILOAM SPRINGS, BENTON COUNTY, ARKANSAS, HELD JANUARY 9, 2024 The City of Siloam Springs, Arkansas, met in special- called session at the City of Siloam Springs City Hall on January 9, 2024. The meeting was called to order by mayor Judy Nation. Roll Call: Smiley, Carroll, Hunt, Blair, Wiles, Rissler,— Present. Allen - Absent. City Representatives Present: Allan Gilbert, City Administrator; Barbara Rivera, Executive Assistant; Chief Jeremey Criner, Fire Department; Chief Scott Miller, Police Department; Kevin Moore, City Engineer; Kris Paxton, Community Development Director; Jason Davis, Public Services Director; Ben Rhoades, Senior Planner; and Maegan Thomas, Planner 1. Opening prayer. Director Carroll 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. Arthur Hulbert, President, Siloam Springs Chamber of Commerce shared a quarterly report as well as upcoming events. They are working with CPKC on a potential significant development. We have the best piece of rail in America so there is opportunity there. Hulbert commented that MakerSpace has the largest functioning 3D printer in Arkansas. They have upcoming seminars on stress in the workplace, and cryptocurrency. The annual Chamber Banquet will be held February 1st at JBU. The mayor asked if there were any comments from the audience regarding an item on the Consent Agenda. No one came forward. Consent Agenda: A. Regular Meeting Minutes/ December 19, 2023 B. Pre- Agenda Meeting Minutes/ January 3, 2024 C. Resolution 01- 24/ Development Permit Fees D. Approval / Consents in Lieu of Annual Corporate Meeting / SSWRC E. Approval / Consents in Lieu of Annual Corporate Meeting/ IWRC F. Approval / GRDA Financing of AMI Meters / $ 862, 661. 56 A motion was made by Smiley and seconded by Carroll to approve the Consent Agenda items. Motion passed unanimously. G. Reduction of Master Street Plan Right-of-Way Needs/ University Street between Washington & Hico. Kevin Moore, City Engineer briefed the item. A motion was made by Smiley and seconded by Rissler to approve the item. Motion passed unanimously. Board of Directors Meeting Minutes Page 12 January 9, 2024 H. Budget Amendment/ Solid Waste Division/ Purchase of ProPak2R185 Two Ram Baler/ Maren Balers & Shredders. Jason Davis briefed the item. Director Wiles said he went to sanitation last week to see our current balers. He said they were terrible and a safety hazard, and that we definitely need one. Wiles then said he believes it would be best for the needs of the city if we purchased two balers now. Davis explained that cardboard and fibers are baled in one room and in another room, they bale aluminum and steel. The current baler is only capable of making 18 bales of cardboard per day. The new baler will be capable of 18 bales per hour. The other baler requires at least two attendants. One using a broom to push items up and another climbing on top the machine to be sure the products go into the baler and not on the floor. If we purchase two balers at this time, we receive a discount of 3% per baler. Following discussion, Wiles made a motion to purchase two balers. Rissler seconded the motion. Motion passed unanimously. I. Contract/ Solid Waste Division/ Fleet Buyback Program/( 5) Sanitation Vehicles/ 340,013. 04. Davis responded to questions about these vehicles and the efficiency to be gained. Hunt asked if one of these trucks would be for dumpster pickup. Davis responded that two of the trucks would be for dumpster pickup, as that has been one of the challenges. Gilbert shared that Davis is working on the pickup schedule, as well as the billing schedule. Rissler asked questions about billing data in the system and Davis explained the efforts he and staff are making to clean up records to eliminate obstacles to delivering best service to the community. Hunt asked if this expense was in the budget. Davis shared that funds that were budgeted to purchase one truck in 2024 would be reallocated to lease these five trucks, with the goal of refreshing the entire fleet over a period of years. Davis also reported that he had spoken with Arvest Bank, and they were willing to partner with the City by offering a one-half-percent lower rate than other lenders. A motion was made by Rissler and seconded by Wiles to approve the vehicle lease with financing and terms from Arvest. Motion passed unanimously. J. Contract/ Police Department/ Utility/ In- car and Body Worn Cameras/$ 628, 200. Chief Miller briefed the item, explaining exactly what is included in the agreement, the timing and amount of payments to be made over a five-year period. Hunt commented that this has been in the works for quite a while and how important this is for both citizens and officers. A motion was made by Smiley and seconded by Carroll. Motion approved unanimously. K. Ordinance 23- 32 / 3` d Reading/ Amending City Code Section 70- 3 / Discharge of Firearms or Weapons. Chief Miller explained this was an adjustment in code allowing for the lawful discharge of a weapon in the defense of others and within the performance of duties of law enforcement officers. A motion was made by Smiley and seconded by Rissler to place Ordinance 23- 32 on its third reading, suspending the rules and reading title only. Motion passed unanimously. Board of Directors Meeting Minutes Page 13 January 9, 2024 An ordinance entitled: AN ORDINANCE AMENDING SECTION 70- 3 OF THE SILOAM SPRINGS CITY CODE WITH RESPECT TO DISCHARGE OF FIREARMS WITHIN CITY LIMITS; was read on its third reading. A motion to adopt Ordinance 23- 32 was made by Smiley and seconded by Rissler. Motion passed unanimously. L. Ordinance 23- 33 / 3` d Reading/ Amending City Municipal Code/ Chapter 54 Land Use Code Significant Development Definition. Maegan Thomas briefed the item. A motion was made by Smiley and seconded by Rissler to place Ordinance 23- 33 on its third reading, suspending the rules and reading title only. Motion passed unanimously. An ordinance entitled: AN ORDINANCE AMENDING CODE SECTION 54- 11 TO REVISE THE DEFINITION OF SIGNIFICANT PROJECT; was read on its third reading. A motion to adopt Ordinance 23- 33 was made by Smiley and seconded by Rissler. Motion passed unanimously. Item M. Ordinance 23- 34/ 3rd Reading/ Vacation of Utility Easements and Alleyway/ 800 Block of East Jefferson Street. Maegan Thomas briefed the item. A motion was made by Wiles and seconded by Hunt to place Ordinance 23- 34 on its third reading, suspending the rules and reading title only. Motion passed unanimously. An ordinance entitled: AN ORDINANCE VACATING AND ABANDONING UTILITY EASEMENTS AND RIGHT- OF- WAYS AT 800 BLOCK OF EAST JEFFERSON STREET; was read on its third reading. A motion to adopt Ordinance 23- 34 was made by Smiley and seconded by Rissler. Motion passed unanimously. Item N. Ordinance 24- 01 / 1st Reading/ Vacation of a Utility Easement/ 816 East Main Street. Ben Rhoads briefed the item. A motion was made by Smiley and seconded by Rissler to place Ordinance 24- 01 on its first reading, suspending the rules and reading titles only. Motion passed unanimously. An ordinance entitled: AN ORDINANCE VACATING AND ABANDONING A UTILITY EASEMENT AT 816 EAST MAIN STREET; was read on its first reading. Item O. Ordinance 24- 02 / 1 S` Reading/ Amending Section 102- 21 of the City Municipal Code/ Rezoning from c- 2 to R- 4/ 4290 Cheri Whitlock Drive. Ben Rhoads briefed the item. A motion was made by Rissler and seconded by Carroll to place Ordinance 24- 02 on its first reading, suspending the rules and reading titles only. Motion passed unanimously. Board of Directors Meeting Minutes Page 4 January 9, 2024 An ordinance entitled: AN ORDINANCE AMENDING SECTION 102- 21 OF THE SILOAM SPRINGS MUNICIPAL CODE ( CITY ZONING MAP); REZONING( FROM C- 2 TO R- 4) PROPERTY LOCATED AT 4290 CHERI WHITLOCK DRIVE; AND AMENDING THE FUTURE LAND USE MAP OF THE SILOAM SPRINGS 2040 COMPREHENSIVE PLAN; was read on its first reading. Item P. Resolution 02- 24/ Significant Development Permit/ 816 East main Street( Retail Grocery Store). Ben Rhoads briefed the item. Questions were asked about the loading space being so near the entrance door. Carroll asked how this works when related ordinance 24- 01 has not yet been approved. Rhoads answered that development is conditional on adoption of the ordinance. Discussion was had around a parking reduction. Audience member Ray Hines, 475462 E 594 Rd, Watts, Oklahoma spoke. His comment was that in the event this property was a coffee shop in the future, they wouldn' t need the loading space that will take up parking now. A motion was made by Hunt and seconded by Carroll to approve this resolution. Motion passed unanimously. Item Q. Resolution 03- 24/ Significant Development Permit/ 1450 Cheri Whitlock Drive( Fire Station 1). Maegan Thomas briefed the item. A motion to approve this resolution was made by Smiley and seconded by Rissler. Motion passed unanimously. Item R. Resolution 04- 24/ Preliminary Plat Development Permit/ Siloam Station Addition/ 3861 Highway 412 East. Maegan Thomas briefed the item. Blair asked what citizen questions were received regarding this project. Thomas said there were two inquiries about what was going in, and the callers were quite positive about the fact that some kind of retail may be coming to the area. A motion was made by Smiley and seconded by Rissler to approve this resolution. Motion passed unanimously. Item S. November 2023 Financials. Gilbert pointed out that a copy of the November financials had been included in the packet, and any questions should be directed to Christina Petriches. Administrator' s Report: Gilbert commented on how dedicated City staff are, citing an incident the day before when there was a major water leak at Airport Road. Public Works staff worked throughout the night in the cold, rain, and wind. Gilbert also thanked the Chamber for hosting First Friday coffee events. He asked that all take a moment to express gratitude and support for the brave men and women who work to keep our community safe. January 9th is National Law Enforcement Appreciation Day. Directors reports: Hunt extended thanks to both law enforcement and other city staff. Wiles did the same. Blair extended a thank you to Director Carroll for the New Year' s Eve gathering at the Healing Garden. She expressed concern that having the pre- agenda meeting during the day, citizens may not be aware of how much good information is brought to those meetings and discussed. Blair also brought up the plasma gasification potential and said she would like us to pursue that. She thanked law enforcement and gave thanks to Jason Davis for what he has brought to the city in his short tenure. Rissler read a statement for law enforcement. Thank you Board of Directors Meeting Minutes Page 15 January 9, 2024 for all you do for every member of our community. You sacrifice for our safety. You provide protection to those that need it. You are always willing to help. No words can express the amount of appreciation you deserve. Rissler also thanked Director Carroll for the Healing Garden gathering. Carroll asked that with the upcoming cold weather we remember to keep our pets safe. He said we hit a home run with the approval of needed equipment for the solid waste division. He asks that the division keep records of the difference this makes so that we can celebrate the improvements. Smiley is looking forward to a new year serving citizens. She thanks law enforcement and congratulates Chief Miller for his promotion. With upcoming weather, she suggests citizens check on their elderly neighbors as well as pets. She thanks street and utility crews that work in frigid weather. A motion to adjourn was made by Smiley and seconded by Rissler. Nation called for a voice vote. Motion passed unanimously. Meeting adjourned. ATTEST: APPROVED: enea Ellis, City Clerk, CAMC/ CMC Ju ç\ 1j ati or, Ma CC r uuauu`I,. 1y/`Gii uuuuuuui j, N 14 s • nnu mlFt ioiiim minter`" 4`\``\\  Sikam Springs pp Administrator' s Report January 9, 2024 Expenditures: In excess of$ 30, 000 51, 020/ Southern States/ Circuit Switcher 72. 5kV/ Electric Dept. 41, 500/ Scurlock/ Box Culverts for Stub Street/ Capital Project 41, 682/ Pinnacle Emergency Vehicles/ Stretcher and Graphics/ Fire Dept. 30, 850/ iWorQ/ Software Renewal/ Multiple Departments 50, 197. 50/ Simmons/ Fuel Rebate/ Per 9- 23- 13 Policy/ Airport 30, 599.04/ Titan/ 8000 Gallons 100LL Fuel/ Airport Per Resolution 34- 23 None 1. At approximately 3: 00 PM yesterday, the water department received notice of a water leak at the intersection of Airport Road and 412, where an 8- inch line was gushing. Despite the cold, rain, and wind, our dedicated crews labored until 4: 30 AM to successfully repair the leak. Final touches, including backfilling and finishing, will be completed as soon as the area is dry enough. Heartfelt appreciation goes out to these city staff members who literally weathered the storm to restore water for our citizens. Danny Farine, Erick Ward, Jeremy Hutchison, Luis Rodriguez, Mike Phillips, and Zack Jenks. 2. We were pleased to host the Chamber First Friday coffee last week for approximately 85 city leaders, business owners, and citizens. It was rewarding to see this group of people supporting each other and sharing ideas. 3. Today is National Law Enforcement Appreciation Day. Let' s take a moment to express gratitude and support for the brave men and women who work to keep our community safe. Page 1