Board of Directors

MINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE CITY OF SILOAM SPRINGS, BENTON COUNTY, ARKANSAS, HELD JANUARY 23, 2024 The City of Siloam Springs, Arkansas, met in regular session at the City of Siloam Springs Administration Building on January 23, 2024. The meeting was called to order by Mayor Judy Nation. Roll Call: Blair, Smiley, Wiles, Hunt, Rissler, Carroll, and Allen were present. City Representatives Present: Allan Gilbert, City Administrator; Christina Petriches, Finance Director; Scott Miller, Police Chief; Kris Paxton, Community Development Director; Barbara Rivera, Executive Assistant; Kevin Moore, City Engineer; Travis Chaney, Parks & Recreation Manager; Ben Rhoads, Senior Planner; and Meagan Thomas, City Planner. Director Smiley led the opening prayer. Mayor Nation led the Pledge of Allegiance. Newly appointed Utility Commissioner, Cammi Hevener, took the oath of office, delivered by Mayor Nation. Nation asked if there were any comments from the audience regarding an item not on the City' s agenda. Arthur Hulbert, Chamber, presented awards to winners of the Holly Jolly Christmas Home Decorating Contest. 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/ January 9, 2024 B. Pre-Agenda Meeting Minutes/ January 17, 2024 C. Resolution 05- 24/ Procedures and Organizational Matters of the Board of Directors D. Resolution 06- 24/ Amending 2023 Budget E. Resolution 07- 24/ Amending Purchasing Requirements for Utility Inventory F. Approve Lease Purchase/ Electric Department/ 5- Year Lease Purchase/( 2) Electric Trucks/ 120, 000. 00 Director Blair requested Item C be removed from the consent agenda for more discussion. Director Allen requested Item F be removed from the consent agenda for more discussion. A motion to approve the consent agenda apart from Items C and F was made by Smiley and seconded by Allen. Motion passed unanimously. Board of Directors Meeting Minutes Page 12 January 23, 2024 Item C: Director Allen brought a concern, and discussion was had about the wording in the mayor' s power to veto. It was agreed that the first sentence in C- 1- b would say ' The Mayor has the power to veto any ordinance, resolution, or order( other than personnel) passed by a majority of the Board of Directors, and/ or adopted by the Board of Directors within three( 3) days of the Board of Director' s vote, at which time the Mayor shall file in the City Clerk' s office a written statement of reasons for the veto.' Rissler made a motion to approve Item C, and Allen seconded. Motion carried unanimously. Item F: Discussion was led by Director Allen to clarify public understanding that these are not electric powered trucks being leased. They are trucks to be used by the Electric Department. With that clarification made, Smiley moved to approve Item F of the agenda and Allen seconded. Motion passed unanimously. Item G: Budget Amendment / Public Service Department / Parks & Recreation Division / Rec Center Conceptual Design and Operations Planning/ WER Architects. Mayor Nation commented that this item had been pulled from the agenda and would not be discussed at this meeting. Director Rissler said she had received comments from citizens. She distributed copies of the comments, which are attached. Item H: Service Agreement/ Public Service Department / Parks & Recreation Division/ Youth Sports Programming 2024-2027 / Boys & Girls Club of Western Benton County. Travis Chaney briefed the item. Allen asked about the cost. Chaney explained that for the past eight years it was 85, 000. This contract sees an increase to $ 105, 000 with the addition of youth baseball and increased costs. Several comments were made in favor of the commendable job the Boys & Girls Club have done in our community over the years. Chris Shimer, CEO, also addressed the Board. A motion was made by Smiley and seconded by Allen to approve this contract. Motion passed unanimously. Item I: Ordinance 24- 01 / 2nd 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 second reading, suspending the rules and reading title only. Motion passed unanimously. An ordinance entitled: ORDINANCE NO. 24- 01 AN ORDINANCE VACATING AND ABANDONING A UTILITY EASEMENT AT 816 EAST MAIN STREET; was read on its second reading. Item J: Ordinance 24- 02 / 2nd 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. Mayor Nation asked if there was anyone from the public that wanted to address this issue. Noah Geels, Engineering Services, Inc., representing the applicant, requested both 2nd and 3' d reading be done in this meeting. Allen said he does not support multi readings being done on rezones. Nation asked Board of Directors Meeting Minutes Page 13 January 23, 2024 for a motion to place the ordinance on its 2nd and 3` d reading. No motion was made. Allen made a motion which was seconded by Smiley, to place the ordinance on its 2nd reading, suspending the rules and reading title only. Motion carried unanimously. 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 second reading. Item K: Resolution 08- 24 / Setting Hearing Date for Alleyway Vacation / 806 East University Street. Ben Rhoads briefed the item. Hearing date will be February 20. A motion was made by Smiley and seconded by Carroll to approve Resolution 08- 24. Motion carried unanimously. Item L: Resolution 09- 24/ Final Plat Development Permit/ Castlewood Addition/ 22000 Block of Davidson Rd. Ben Rhoads brief the item. Jeff Farmer, 21923 Davidson Road, came to the podium to express concern about damage to Davidson Road with continuing construction. Farmer asks that Board does not approve final plat until something is done about hard paving road. He also asked more about performance bond and maintenance bond referenced in the staff report. Rhoads explains the performance bond and City Engineer Kevin Moore further explains. Ron Homeyer, Civil Engineering, responded to a number of questions regarding the process, and agreed that there would be construction traffic and dust during the grading process, which is unavoidable. After much discussion, Allen made a motion and Hunt seconded, to approve Resolution 09- 24, subject to conditions listed in the staff report. Motion passed unanimously. Item M: Resolution 10- 24/ Final Plat Development Permit/ Foxtail Village Subdivision/ 600 to 900 Block of Hwy. 16. Ben Rhoads briefed the item. A motion to approve was made by Smiley and seconded by Allen. Motion passed unanimously. Item N: Resolution 11- 24/ Final Plat Development Permit/ Blackberry Estates Addition/ 1300 to 1800 Block of North Dogwood Street. Ben Rhoads briefed the item. Director Allen questions why there is no street with a cul- de- sac between the planned homes. Rhoads explains that because each has access to a street, there is no requirement to put in a cul-de- sac. Allen asks if we' ve ever done this before. Director Carroll mentions these would be called flagpole properties and that we have several in town. Director Blair asked if the way it is set up causes any issues for first responders. Chief Miller said he does not believe there will be any problems for emergency vehicles. He mentions that the Fire Department has also reviewed the plans and agreed to them. Allen asks if the driveways are sufficient for a fire truck to get in and turn around. Ron Homeyer responds that it is structurally sufficient to support the truck. Dick Bolen, property is back- to- back with subject property. He and his wife wanted to give a compliment to the construction company: " Everything they do is clean, neat, timely, quiet, and respectful of the surrounding Board of Directors Meeting Minutes Page 4 January 23, 2024 property owners." Director Smiley made a motion to approve Resolution 11- 24, with listed conditions. Rissler seconded. Motion passed unanimously. Item 0: 4th Quarter Non- Profit Reports. Mary Nolan reported for the History Museum. She shared what they have done in the 4th quarter of 2023. They have partnered with Amazeum for several events throughout 2024 and are excited for the coming year. Another upcoming event is The Endangered Ozark Giraffe on March rd. Main Street Siloam director Stacy Morris emailed a report but was not able to present at this time due to extenuating circumstances. The Chamber gave their report at the last Board meeting. Item P: Administrator' s Report. Gilbert reviewed the report attached hereto. Directors Reports. Nation extends an enthusiastic thank you to city staff that worked so hard during the recent freeze. She expressed condolences to Lesa Rissler and to Stacy Morris on their recent losses. During this cold weather, Nation says it serves us well to remember we do have people out there that need help. She is thankful that we had someplace for our unsheltered to go be warm. She also reminds us that we have Genesis House and Manna Center as resources for help. Nation reminded Directors that their annual statement of financial interest is due by January 31 S`. Congratulations to Christmas decorating winners. Director Carroll thanked the Boys& Girls Club for the work they do for youth in our community. He also commented on the quality of work that is being done at Blackberry Estates. Director Smiley expressed sympathy to Director Rissler, and congratulations to Director Hunt for becoming a grandmother since the last meeting. She thanks city crews for taking care of everything during the recent cold weather. Smiley also thanked the Lankers for opening Arch and Axe to the unsheltered while temperatures were unsafe. They did a tremendous job of organizing and providing a safe place to shelter. Director Allen expressed condolences to Rissler and Morris. He also gave thanks to law enforcement. He shared appreciation to the Lanker family for opening up their business providing a warm place to shelter. Allen also expressed appreciation to Board and staff for the hard work of 2023 and looks forward to a successful 2024. Director Hunt thanks city staff for the work they did in the cold to keep us comfortable, as well as Parks & Rec for continuing with classes such as Zumba and yoga, which are always well- attended. Director Wiles said the Bible says to mourn with those who mourn and rejoice with those who rejoice, and we are certainly doing that now. It is an honor and a privilege to live in such a caring community. He shared a story about a city crew that were digging a hole on Mount Olive and were there all day long in the cold. This is a great place that is so nice to be a part of. Director Blair asked Administrator Gilbert about what sanitation wanted people to do with recycling, since only one bin per family was being provided. Gilbert explained that we were able to buy bins with a grant, but it was only enough for one bin per customer. For those that only have one bin, we will sort the items. Blair had a question about the Davidson Road project. If the road was supposed to be paved prior to this phase, why were they not forced to stop until it was done? City Engineer Kevin Moore responded. The developer was required to provide a performance bond to ensure that the work would be done. Staff felt it was reasonable for the bond to be applied. There was no stipulation in the agreement as to when improvements were made to the road, just that it was a condition of approval of the final plat. Blair thanked city crews and congratulated Director Hunt on her new grandchild. Director Rissler thanked everyone for the prayers and support. She told Administrator Gilbert she was thankful he cared enough about city employees to have closed City Hall  Board of Directors Meeting Minutes Page l 5 January 23, 2024 on Monday due to icy road conditions. She is thankful for road and water crews as well. The pink ladies at the hospital need volunteers and she asks that people consider volunteering. With no further business, a motion to adjourn was made by Allen and seconded by Smiley. Nation called for a vote. Motion passed unanimously. Meeting adjourned. ATTEST: APPROVED: A€City Renea Ellis, Clerk, CAMC/ CMC J i dy A atio k May• IA oottuninoki r Mr:* SpR/NHS I I I Citizen Comments regarding a Recreation Center Citizen 1 So the board is discussing a city recreation center that the city would operate? If that' s what it is, I am NOT for it. Yes, this town needs a better solution for kids and families. I see no need for the city to reinvent the wheel and do it on their own when a good organization already does it well all over the country. As for the feasibility study— If there is a large and varied group of businesses and citizens already saying we need the center, there may not be a need for the study. Put that money toward site studies and evaluations instead. Definitely let the people vote, especially if it can be on a regularly scheduled election instead of a costly special election. Yes, you may share my comments with the school. There are other local districts that have after school programs that SSSD could evaluate costs and processes from. Thanks for hearing my 2 cents!! Citizen 2 I' ll do it for half that cost. Citizen 3 I understand the emphasis on the rec center for the youth. At this time, we as a city still have major issues to take care of. The streets that flood is still an issue, the utilities are still going higher, etc. I do NOT feel at this time would be a wise use of our city money. The economy is too volatile, we haven' t even begun to reap the consequences of the last several years. My opinion is no. Citizen 4 I hate feasibility studies. Do they really make a difference? Citizen 5 My personal opinion is Siloam desperately needs to put money back in reserves. Everything is cheaper if you have the money to buy when prices are cheaper. I think even the studies are to expensive to try. I also do not think the citizens will vote for this kind of tax. It will be popular to talk about and plan, but in the end it will just be half a million spent to study another project. Citizen 6 More wasted money lot of street repairs with that money. My question is where is the money for feasibility study coming from or was it budgeted Page 1 of 5 Citizen 7 I think I speak for a lot of people when I say I will not vote for any tax increase. And I know lots of others that will not. If the city can pay for it , go for it. But we are already overtaxed. The city is growing. I can think of lots of things that are needed more than a recreation center or a new Aquatic center. Please keep me updated on this. Citizen 8 Rec center to include? I feel like the aquatic center could definitely use an update, but I have heard that it' s not busy there during the week. Is that because of the size? Also, we remember that John Brown to use the basketball, courts and things like a rec center and no one is ever there either. We have the two water parks being the kayak park and then the new one in West Siloam. not sure what a rec center would include. That is a lot of money, and the economy is not its best for sure! I don' t trust the studies anyway! People don' t want to be involved. They just want the benefits of everything everything. Citizen 9 My thoughts regarding a rec. Center: Meeting space-- looking online I see 6 venues in SS that could accommodate meeting space needs. Recreation-- the city has multiple parks that can be used for tennis, soccer, baseball, skates/ skate boards, walking trails, fishing, swimming, play equipment, etc. Many of which are free to use. Would a 30 to 50 million park stop any youth problem that SS may have? Question... is the city golf course paying for itself. Would a 30 to 50 million dollar rec center pay for itself? Next... why pay a company $ 160, 000 to $ 228, 000 for a feasibility study? Why not do a cheaper route and use a mail in questionnaire to the SS residents... asking the necessary questions. Such as... would you use, and would you pay to use. And other questions that would need to be asked. Another thought will the current water, sewer, and electric grid support that addition. Additionally ... I suggest an upgrade on the current swim park... not building another. Have you noticed that streets outside of downtown are not in good shape. That might be something to address some day. Just thinking, do new people and new businesses look at how streets are maintained when planning to set up in a town? Citizen 10 name retracted for privacy> shared your communication about the community rec center with me. I am totally against it. Looking at our economy nationwide as well as around this area. I just don' t see the funds are stable enough to put something like this into affect. I don' t think we see or know who is going to come in nationally and whether we' re going to start getting our national. Economy back on track or not. I can see putting in some money to upgrade the existing in town Page 2 of 5 and work with that but I can' t see starting over from scratch and putting that kind of money into it. That' s just my opinion. Citizen 11 I' m not very educated on this topic, but my gut reaction is that it seems very expensive considering that we already have some different recreation centers ( Boys and Girls club, JBU) around town. I also think that our current water park is very nice compared to all the neighboring communities that would be likely to use it and that I doubt there would be an adequate return on investment if rebuilt since we are probably already attracting the people that will travel to a different town to go to a water park. It also seems like there is a lot of other ways that money could be spent ( if you had to spend that money) that would benefit more of the citizens such as improving roads. Also with cost of living increasing so much over the past few years, I think raising taxes for something like this would be very unpopular. In other words, I think we shouldn' t spend that kind of money unless absolutely necessary. Citizen 12 What is the desired master plan vision for Siloam? And how does a Rec Center fit within that plan? Are there other options being considered? I think our desire ( and several others we have talked to) want to see Siloam be a thriving destination for people looking to live, work, worship, and spend their money here. What will position Siloam for growth by attracting people of all financial backgrounds ( low to high) that will live here and financially support the economy through commerce? Does it compliment attractions and activities that are already in the works? ( Camp grounds, kayaking, biking) People will be coming to our town for these activities. Does a Rec Center entice them to stay and spend money here? At some point there will need to be an investment in a shelter that, at a minimum, will be a safe and warm place for people to go during cold weather. Investment by our community will insure that it' s a safe and clean place that we can all be proud of. Thanks again for caring for our community. Citizen 13 I don' t know what all would be in the center to make it cost up to 50 million $, but seems like maybe that much money could maybe be put to other uses like more street repairs, infrastructure m, etc. Lots of streets are pretty bad. Not saying it wouldn' t be good for the youth, but I look at what happened to the two skating rinks that turned into drug hang outs. Haven' t been out there myself during the summer but hear the kayak park has turned into drunks, drugs and Mexican music. How many people would have to be hired to run the facility? More jobs is good, but the city is already understaffed in just about all areas. That' s no secret. I don' t know Lesa, I guess I would be somewhat skeptical it would turn out to be a good thing in the long run. Citizen 14 Really what Siloam Springs needs is just build one big elementary school and that would save Page 3 of 5 the city lots of money. Right now you have 3 elementary schools and if you had only one you would save on the other two schools Citizen 15 I think SS is growing and we must put our youth as a high priority and invest in our future Citizen 16 Can we do some infrastructure first, lots of roads and drainage needs repaired Citizen 17 Can we fix the roads and sewage drains first... Citizen 18 As a family with young kids, a community/ recreation center would be a nice addition to our community. I agree that drainage issues need attention also though. Citizen 19 I' ve spent a lot of time lately volunteering with youth that would find trouble if they otherwise didn' t have somewhere to spend time. I am 100% on board for a recreation center, but I would recommend that it has a way for our future adults to find how smart and talented they are and not a place to trade old bad habits.. limitations! Not woke! Citizen 20 I' m really tired of listening to what staff wants. What about the citizens does anybody get their input. Last meeting y' all spent 1. 5 million dollars. I do not support this crap. Citizen 21 1. I have ALWAYS been hesitant to spend large amounts of money on " studies" from consulting firms that have no interest in our local community. I know they are specialized in their area of expertise, but I' ve never felt they knew or understood all the dynamics behind a decision or community, and honestly, feels like a waste of money ( when it' s so expensive). However, I' m sure there are certain aspects where studies/ consults are beneficial, but even in this instance I hesitate which leads to the next point. 2. Even IF the study revealed it would benefit our community, 30- 50 million is a LOT of money' Now, I think the grants, community support, etc., are worthy to be looked into, but again, how much of that can be raised? At the same time, I think a recreation center could and would be a very nice' attraction' for our town, and youth - no doubt. But I might have a difficult time justifying that amount of money if it were me personally. The economy question; valid point- we' ve definitely seen better days, and like times before, we have up' s and down' s, so I expect we will see some positivity again, but maybe not for another year or two. 3. IF it was me having to vote or justify a vote, I would probably vote to table it and would backup my voice with this; We have been blessed with several additions to our community in the last few years - added trails, new library, splash pad, the white water park( I' m sure there are others I' m forgetting), and could even go as far as saying partnered with the schools to add a new, community tennis facility. It's not like you all have ignored growth. We have some very nice attractions that make Siloam" attractive." So for that, I' m thankful and would personally feel we should just hold off, see what possibilities are out there for grants, community support, etc., and revisit the idea next year, or maybe even in the fall. Page 4 of 5 Citizen 22 My family and I travel to other cities and have a membership for recreational activities. I would love to have one in our community but I would prefer it be completed in increments. I think spending that amount of money in one lump sum is not feasible. I do not believe in feasibility studies. I would like to see that money go directly into a project. I would like to see it go to the vote of the people. We do not want more taxes. With a bond, it depends if other bonds are paid off before its not an increase. Citizen 23 I would vote no on this agenda item. I thought our new City Administrator was all about saving money. I hear he is doing great on focusing on infrastructure but the savings doesn' t have to be spent as soon as it is saved. Doing small projects, spread out through a number of years, makes more sense. We have a lot of attractions in our area and we need to quit thinking we need to be better than the neighbors next door. How about we focus on being Siloam Springs for a change! Citizen 24 I think there has been a lot of money put into beautification projects for the city - which are nice, but we have things we' re still paying from previous projects, and we still can' t manage to complete a road project in less than 12 to 18 months which maybe could use some extra funds to beef up the capability. There are still a lot of roads and infrastructure that could use some help. I think we should also be looking into investing in enablement programs that allow people who step up to have access to additional supplies and materials that give them the opportunity to do more. And this method won't cost$ 30M to $ 50M to implement while still increasing the quality of youth experiences with influential adults. Times are tough, but ability to add real value for youth is tougher. Just money won' t get it done. And big money that might not get it done doesn' t seem like a responsible use of taxpayer money. Page 5 of 5  CITY OF Siloam Spnngs IIPP January 23, 2024 Administrator' s Report Expenditures: In excess of$ 30, 000 40, 696. 77/ Wastequip/( 14) 6- Cubic- Yard and( 16) 8- Cubic- Yard Front Load Dumpsters/ Solid Waste 41, 700/ Superior Automotive/ 2023 Dodge RAM 1500 4x4/ Streets Infrastructure Division 41, 700/ Superior Automotive/ 2023 Dodge RAM 1500 4x4/ Streets Division Per Resolution 07- 24 None 1. There will be an informational meeting about a potential gasification center on February 27th in the Board Room from 6 PM to 8 PM. The NLC is assisting our Grant Coordinator with resources. 2. This Friday a six- week line dancing series begins at the Parks and Recreation office at 6: 30 PM. An 8- week beginner yoga series starts next Monday at 6: 30 PM, also at the Parks and Recreation office. Zumba classes continue at the Community Building Tuesdays and Thursdays at 6 PM. All classes are free of charge. 3. The long- awaited delivery of recycling bins came today and are available for pickup at the Transfer Station. One recycling bin is allocated per customer. Page 1