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03/07/2019 MINUTES WEST MEMPHIS CITY COUNCIL March 7, 2019 A regular meeting of the West Memphis City Council was held on Thursday, March 7, 2019 at 1:30 p.m. in the City Council Chambers at City Hall, 205 S. Redding, West Memphis, Arkansas. PRESENTATION Council Member Robinson in honor of Black History Month recognized Dr. Susan Ward Jones, Dr. Angela Davis, Police Chief Eddie West. Major Stacey Allen, Rev. Herman Coleman, Ms. Terry Fitzgerald and City Clerk, Jovee Gray. Mr. Melvin Guy was honored posthumously for his 19 years of service as the first black fire fighter. Invocation was given by Pastor David Dobbs, followed by the Pledge of Allegiance led by Council Member James Pulliaum. Mayor Marco McClendon called the meeting to order at 1:45 p.m. Senior Deputy City Clerk. Patricia Lane, called the roll. Those present were: Mayor Marco McClendon, City Attorney Michael Stephenson, City Treasurer Frank Martin and Council Members Tracy Cart, Wayne Croom, James Holt, Melanie Hutchinson Willis Moody, James Pulliaum. Lorraine Robinson and Charles Wheeless. Absent were Helen Harris Quorum being present, Mayor McClendon proceeded with the meeting Mayor McClendon recognized Ms. Wanda Phillips and George Phillips III for their bravery in helping to save the life of a gentleman that was in a life-threatening situation. Mayor McClendon recognized several City Employees for their outstanding performance. Mr. Michael Lamb, Mr. Odell Slaughter, Mr. Sammy Smith and Patrol Officer Thomas Bracev. LMINUTES Council Member Croom moved, seconded by Council Member Pulliaum to dispense with the reading of the minutes of February 21, 2019 Council Meeting and approve them as submitted Upon voice vote, the voting was unanimous to approve. OLD BUSINESS: AN ORDINANCE WAIVING COMPETITIVE BIDDING FOR THE PROFESSIONAL CONSULTING SERVICES IN REGULATORY AND OTHER MATTERS TO BE PROVIDED BY DAVID WILSON, AND FOR OTHER PURPOSES. City Attorney Stephenson read the Ordinance by title only for the THIRD and FINAL time. Council Member Robinson made a motion, seconded by Council Member Mondy to approve the Ordinance. Upon voice vote the voting was unanimous to approve the Ordinance was adopted and assigned No. 2496 AN ORDINANCE TO WAIVE COMPETITIVE BIDDING FOR ECONOMIC DEVELOPMENT SERVICES, APPROVING A CONTRACT BETWEEN THE CITY OF WEST MEMPHIS AND THE WEST MEMPHIS CHAMBER OF COMMERCE, AND FOR OTHER PURPOSES. City Attorney Stephenson read the Ordinance by title only for the THIRD and FINAL time. Council Member Croom made a motion, seconded by Council Member Pulliaum to approve the Ordinance. Upon voice vote, the voting was unanimous to approve. The Ordinance was adopted and assigned No.2497 AN ORDINANCE TO WAIVE COMPETITIVE BIDDING ON PROFESSIONAL ACCOUNTING SERVICES AND FOR OTHER PURPOSES. City Attorney Stephenson read the Ordinance by title only for the THIRD and FINAL time. Council Member Pulliaum made a motion, seconded by Council Member Call to approve the Ordinance. Upon voice vote, the voting was unanimous to approve. The Ordinance was adopted and assigned No. 2498 AN ORDINANCE TO CREATE THE WEST MEMPHIS ECONOMIC DEVELOPMENT GROWTH ENGINE COMMISSION. THE E.D.G.E. COMMISSION IS A PARTNERSHIP BETWEEN ECONOMIC DEVELOPMENT, PLANNING DEVELOPMENT, ADVERTISEMENT AND PROMOTION DEPARTMENT, DESIGN REVIEW COMMISSION, CHAMBER OF COMMERCE, COMMUNITY RESOURCE SERVICES, BUSINESS, PROPERTY AND LAND OWNERS, City Attorney Stephenson read the Ordinance by title only for the THIIM and FINAL time. Council Member Catt made a motion, seconded by Council Member Croom to J approve the Ordinance. Upon voice vote, the voting was unanimous to approve. The Ordinance was adopted and assigned No. 2499 NEW BUSINESS: A RESOLUTION APPROVING THE SELECTION OF AN ENGINEERING FIRM AND APPROVING A PROFESSIONAL SERVICES AGREEMENT IN THE AMOUNT OF $73,500 FOR TOPOGRAPHICAL SURVEY AND TEN MILE BAUOU BANK STABILIZATION PROGRAM, AND FOR OTHER PURPOSES Council Member Pulliaum made a motion, seconded by Council Member Croom to table the Resolution indefinitely. Upon voice vote, the voting was unanimous to table the Resolution Indefinitely. Council Member Pulliaum made a motion, seconded by Council Member Croom to read R-2, R-3, 0-1 and 0-2 by title only Upon voice vote the voting was unanimous to read R-2, R-3. 0-1 and 0-2 by title only. A RESOLUTION APPROVING THE REVISION OF THE 2019 BUDGET - $81,432.00 City Attorney Stephenson read the Resolution by title only. Council Member Croom made a motion, seconded by Council Member Pulliaum to approve the Resolution. Upon voice vote, the voting was unanimous to approve. The Resolution was adopted and assigned No. 2187 A RESOLUTION APPROVING THE REVISION OF THE 2019 BUDGET- $19,125.00 Council Member Croom made a motion, seconded by Council Member Pulliaum to approve the Resolution. Upon voice vote, the voting was unanimous to approve the Resolution. The Resolution was adopted and assigned No. 2188. AN ORDINANCE AUTHORIZING THE SENIOR DEPUTY CITY CLERK TO ATTEST THE MAYOR'S SIGNATURE IN THE CASE OF THE ELECTED CITY CLERK'S ABSENCE OR UNAVAILABILITY, DECLARING AN EMERGENCY AND FOR OTHER PURPOSES. City Attorney Stephenson read the Ordinance for the FIRST time by title only. Council Member Pulliaum made a motion, seconded by Council Member Croom to suspend the rules and place the Ordinance on its second reading. Upon voice vote, the voting was unanimous. City Attorney Stephenson read the Ordinance for the SECOND time by title only. Council Member Croom made a motion, seconded by Council Member Cart to further suspend the rules and place the Ordinance on its third reading. Upon voice vote, the voting was unanimous. City Attorney Stephenson ready the Ordinance for the THIRD and FINAL time Council Member Croom made a motion, seconded by Council Member Pulliaum to approve the Ordinance. Upon voice vote, the voting was unanimous to approve. Council Member Call made a motion, seconded by Council Member Pulliaum to adopt the Emergency Clause under Section 2. Upon vote- vote, the voting was unanimous to approve. The Ordinance was adopted and assigned No 2500 AN ORDINANCE AUTHORIZING THE BUDGET COMMITTEE SENIOR CHAIRPERSON TO SIGN AS A SECOND SIGNATURE ON ANY CHECKS IN THE ABSENCE OF THE REQUIRED SIGNATURE, DECLARING AN EMERGENCY AND FOR OTHER PURPOSES. City Attorney Stephenson read the Ordinance for the FIRST time by title only. Council Member Pulliaum made a motion, seconded by Council Member Croom to suspend the rules and place the Ordinance on its second reading. Upon voice vote, the voting was unanimous. City Attomev Stephenson read the Ordinance for the SECOND time by title only. Council Member Pulliaum made a motion, seconded by Council Member Can to further suspend the rules and place the Ordinance on its third reading. Upon voice vote, the voting was unanimous. City Attorney Stephenson ready the Ordinance for the THIRD and FINAL time. Council Member Croom made a motion, seconded by Council Member Pulliaum to approve the Ordinance. Upon voice vote, the voting was unanimous to approve. Council Member Call made a motion, seconded by Council Member Pulliaum to adopt the Emergency Clause under Section 2. Upon voice vote. the voting was unanimous to approve. The Ordinance was adopted and assigned No 2501 PERMISSION REQUEST: PERMISSION TO SHRED 2013 FINANCIALS- FRANK MARTIN Council Member Wheeless made a motion, seconded by Council Member Robinson to give permission to Frank Martin to shred the 2013 Financials. Upon voice vote, the voting was unanimous. Council Member Pulliaum made a motion, seconded by Council Member Robinson for Council Member Wheeless to be the overseer. Upon voice vote, the voting was unanimous PERMISSION TO DESTROY THE ATTACHED LIST OF ELECTRONIC EQUIPMENT- FRANK MARTIN Council Member Croom made a motion, seconded by Council Member Call to give Frank Martin permission to destrov the list of Electronic Equipment. CDSG FINAL STATEMENT- PAUL LUKER Council Member Catt made a motion, seconded by Council Member Pulliaum to approve the CDBG final statement. Upon voice vote, the voting was unanimous. COMMITTEE REPORTS: AIRPORT COMMISSION: Council Member Wayne Croom presented the Airport Commission report. The Airport Commission met on February 21, 2019. Susana Cook with Garver Engineers, Inc. presented the commission with a preliminary cost estimate for the runway markings rehabilitation the total estimate is $201,600.00. Ms. Cook said that they could apply for a 90/10 or an 80/20 state grant with the Arkansas Department of Aeronautics depending on the amount of the final bids. The maximum amount that is granted for a 90/10 grant is 150,000. City Attorney Stephenson reported that he had reviewed the City Statue on rejecting lower bids for the mowing contracts. City Attorney Stephenson said there is specific language in the statue stating that a low bid can be rejected if you have good faith and legitimate reasons to exclude the low bid. ADVERTISING & PROMOTION: Council Member Pulliaum presented the Advertising & Promotion report. The Advertising & Promotion Commission met on February 21, 2019 at 4:00 p.m. In January, the Civic Center hosted 4 events with a total of 410 guest. The Eugene Woods Center hosted 8 events with 681 guests. The Commission voted to approve the low bid of$24,647.89 from Memphis Sound Labs for an upgrade to the projectors, screens and video mixer at the Citic Auditorium. The Commission approved a funding request of$10,000 from the Mississippi River Monsters, one of the largest Catfish Tournaments in the nation. The Commission also voted to appoint Shawna Rhinehart, General manager, Holiday Inn Express & Suites term to expire December 31, 2021 to replace Ron Brinkley. PUBLIC WORKS: Council Member Robinson presented the Public Works report. City Engineer Amanda Hicks put out a request for qualifications at the beginning of the year to find an engineering firm to do a study on the drainage ditches in the City. They will be looking at current conditions of the ditches and will recommend changes to be made over a period to get them back to capacity and possibly install a walking trail. Ms. Hicks will be asking Council for permission to hire Pickering Firm to conduct the study. Ms. Hicks also passed out bids and information on patching holes on Petro Cove Certain areas have been identified that will be cut out and repaired prior to annual overlay. Ms. Hicks will present to Council a budget change for Councils approval. The total for recycling in the month of February was 17,100 pounds and the department disposed of 1,039 tires. City Engineer Amanda Hicks is reviewing the environmental report and then it will be sent to the State. They have been unable to work on Redding because the ditches have been full of water. There are still a few more pilings that are deteriorating and ARDOT needs to inspect them. They are still waiting for Sate Aid to contact them. The area chosen for the project is East Barton from North 18th to Ingram. The streets as well as the sidewalks and drainage will be improved. If the bid is under $250,000 the Cities portion will be 10%. If it is over then the City will have to pay $100,000.00. Code enforcement Officer Antle has continued to address concerns with properties identified with code violations. Mayor McClendon showed a segment from Fox 13 regarding litter and debris.in West Memphis Mayor McClendon has reached out to City Departments, employees, public and Code Enforcement to develop a plan to improve these conditions. BUDGET COMMITTEE: Council Member Tracy Call presented the Budget Committee report. Council Member Cart said most of the items on the Budget Committee agenda were already addressed by Council. The one new item was that the Council Members received a copy of the Arkansas Legislative Audit report and it will be read on March 13. 2019 and they will validate if the audit report is satisfactory or not. The administration has already addressed any and all findings that were written up and have taken corrective measures and will submit it to the board once they review the report and make sure they do not change any of the findings. The 2018 auditors are here now, and they will receive that report neat year. APPOINTMENTS: J ADVERTISING & PROMOTION COMMISSION APPOINTMENT- SHAWANA RHINEHART- GENERAL MANAGER HOLIDAY INN EXPRESS & SUITES TERM TO EXPIRE DECEMBER 31, 2021 REPLACING RON BRINKLEY Council Member Pulliaum made a motion, seconded by Council Member Robinson to accept the nomination of Shawana Rhinehart to the Advertising & Promotion Commission. Upon voice vote, the voting was unanimous. ANNOUNCEMENTS: Mainstreet Director, Deborah Abernathy came before Council to give them an update on her attendance at the Mainstreet Directors meeting in Little Rock. Ms. Abernathy shared the communication that she received from Ms. Stacey Hurst. Director of the Arkansas Historic Mainstreet Society. As a result of Ms. Hurst visit to the City of West Memphis and having had the opportunity to visit the Mainstreet Water Tower Art Installation and to learn about its history. Ms. Hurst was inspired to create a grant to provide additional funding for Cities to revitalize their Mainstreet areas with Art Installations. Mayor McClendon announced that Fire Chief Brewer would be conducting a self defense class on March 13, 2019 from 12:00 p.m. to 1:00 pm at the Eugene Woods Civic Center available to all City employees. Assistant Chief Langston and Chief Clay will be teaching CPR. Mayor McClendon recognized the Junior Leadership Group. CITIZEN REQUEST: Mr. Larry Brewer requested to come before council but canceled The East Arkansas Area on Aging requested to come before Council but canceled. Having no further business to come before the City Council, Council Member Pulliaum moved, second by Council Member Harris to adjourn. Upon voice vote, the voting was Lr unanimous. The meeting adjourned at 2:40 p.m. PASSED and APPROVED this 21e4 day of March 2019. MAk CO MCCL NDON, MAYOR ATTEST: JO C GRAY, CITY CLE LMinutes prepared by Patricia Lane, Jr. Deputy City Clerk WEST MEMPHIS, ARKANSAS COMMUNITY DEVELOPMENT BLOCK GRANT ENTITLEMENT PROGRAM FINAL STATEMENT OF COMMUNITY DEVELOPMENT OBJECTIVES AND PROJECTED USE OF FUNDS B-2019-h4C-05-0009 Introduction: The U.S Department of Housing and Urban Development (HUD) has designated the City of West Memphis, Arkansas as an 'Entitlement City' under the Community Development Block Grant (CDBG) Program as authorized by the Housing and Community Develop- ment Act of 1974, as amended. As an entitlement city, West Memphis will receive a specified amount of funds annually for use in carrying out a variety of auspices of the CDBG Program. West Memphis will be entitled to receive the annual grant so long as its performance is in accordance with statutory and regulatory requirements of the CDBG Program and HUD. This Final Statement of Community Development Objectives and Projected Use of Funds --�----_-- -have-been prepared by and are subject to modification through a process which affords maximum public accountability and citizen participation. The Community Development Agency of West Memphis conducted a public hearing on January 24, 2019 to receive citizen recommendations on the scope of the CDBG Program. A second public hearing was held on February 7, 2019,to allow citizens the opportunity to respond to the requests for funding. The Final Statement is prepared and made available to the public prior to its being submitted to the Little Rock Area Office of the U.S. Department of Housing and Urban Development. The City Council reviewed and approved the content of the final statement at the regular meeting on March 7,2019. Moreover,copies of this Final Statement and any modifications thereto will be available at the offices of the Community Development Agency of West Memphis, 205 South Redding Street,during normal business hours, Monday through Friday. The City of West Memphis looks forward to the Community Development Block Grant Entitlement Program and hopes to continue providing meaningful site improvements and various community development activities that are essential to revitalizing our neighborhoods and providing benefits primarily for low and moderate income persons within the community. The City recognizes that there are needs for community development and public improvements in many parts of West Memphis and that there are M insufficient funds available to satisfy all, or even a majority of these acknowledged needs. The City continues to strive toward implementation of a well conceived -` community development program that truly maximizes benefits for low and moderate income persons and/or eliminates slum and blight, and prevents the recurrence of blighting influences. Statement of Community Development Objectives: The following community development objectives will be addressed through implementation of the CDBG Entitlement Program. I. To improve housing conditions available in the community, especially those which provide housing for low and moderate income persons 2. To provide for public facilities improvements including street projects. drainage projects and neighborhood facilities in areas that are concentrated with low and moderate income persons. 3. To minimize displacement of site occupants through the carrying out of 0 projects and activities, recognizing that should displacement occur, technical and financial assistance to relocate the displacee in replacement housing within Z - his/her economic means will be provided in accordance with the stipulations of the Uniform Relocation Assistance and Real Property Acquisition Act of 1970. Projected Use of Funds: The City of West Memphis will receive $290,530 under the FY2019 Year CDBG Entitlement Program. If less than this amount is received, the costs and scope of the projects described herein will be adjusted accordingly. An alternative would be to eliminate all or part of one or more projects from the proposed program. If more than this amount is received,the additional funds will be added proportionately to the line items described herein where such funds will remain until or unless they are required for another project activity. The following activities have been designed and will be implemented within the proposed FY2019 Program by the Community Development Agency based upon previously approved and planned activities and citizen involvement. It is understood that these activities may be revised in the future by the City Council of West Memphis,Arkansas as a result of the continuing citizen participation planning process. - r f FY2019 Proposed Activities Housing Rehabilitation: Continuation of the housing rehabilitation program in which a maximum of$20,000 in CDBG funds is expended on the rehabilitation for elderly/handicapped low and moderate income homeowners Location: city wide Regulatory Citations: Eligibility: 24 CFR 570.202 National Objectives: 24 CFR 570.208(a)(3) Funding: $ 105,530 Demolition and Clearance: R •� Demolition of vacant dilapidated structures and clearance of structure and lot Location: city-wide Regulatory Citations: Eligibility: 24 CFR 570.201(d) National Objectives: 24 CFR 570.208(a)(1) Funding: $ 87.000 Public Services: * Funds awarded to non-profit organizations that work with low and moderate income individuals. These organizations work as a sub-recipient to the City. - - Location: city-wide Regulatory Citations: Eligibility: 24 CFR 570.201(e) National Objectives: 24 CFR 570.208 (a)(1) Funding: $ 40,000 . r j, Program Administration and Planning: Administrative costs related to planning, oversight,management and implementation of the program Location: not applicable Regulatory Citations: Eligibility: 24 CFR 570.206 National Objectives: not applicable Funding: $ 55,000 Fair Housing: Contribution to further fair housing efforts within the City Location city wide Regulatory Citations: Eligibility: 24 CFR 570.206(c) National Objective: not applicable Funding: $ 3,000 * NOTE: !/the above designated projects rail to get undenvay,in a timely manner, these ftmds mar be re-allocated by the City Council ing to the ongoactivities oreconomic development, housing rehabilitation and demolition. Total FY2019 CDBG Program: $ 290,530 V Effectiveness: r The Final Statement of Community Development Objectives and Projected Use of Funds has been prepared in light of the previous public hearings and input from citizens and members of the West Memphis City Council. Citizens are invited to comment on this Statement by sending their comments to the Community Development Agency of West Memphis, 205 South Redding Street, West Memphis, Arkansas 72301. Copies of the Final Statement are available for public inspection and review during normal business hours, Monday through Friday, in the Community Development Agency offices. Various recommendations and comments or suggestions that are made as a result of citizen review of this statement will be forwarded to the City Council for the Council's consideration. The Final Statement will remain in full force and effect for the duration of the CDBG Program, or until it is modified or amended by the City Council. As with previous Community Development Block Grant Programs, the Community Development Agency of West Memphis will administer the CDBG Program on behalf of the City of West Memphis. r , City of West Memphis II "' Finance DePn f 604E Cooper � V.. 0 O Bor 1868 �4v�vSi . Nest Memphis,Arkansas 72303-1868 Arft (870)702-5106 - Fax(870)732-7669 Nch www wcstmemphismilities.com + e-mad fmartmoritywm.com PERMISSION TO SHRED 2013 FINANCIALS FRANK MARTIN FINANCE DIRECTOR A-Eq.9 oppat-- rE*.y- City of west Memphis s Finance DePt 604 E. Cooper + p.. 0.U. B.. 1868 West Memphis,Arkansas 72303-1868 4W` (870)702-5106 + Fax(870)732-7669 Web . ,rstmemphi,imihtics cam + e mail(martin@atyrvm com Permission to destroy the attached list of electronic equipment; This equipment is no longer working; This equipment was listed on gov.ebay and no bids were received; This equipment has been removed from asset inventory; s If given permission, this equipment will be put in the electronic recycle bin; WMPD; Frank Martin Finance Director " M Axi Equ.J oppftiniftrE-Ay- Inventory# Brand Serial # Model & Description Notes 8319 Black Box 90800025 100T Fiber Loop Box OFS 8316 Black Box 80400129 100T Fiber Loop Box OFS 8133 Dell 1047166909 Otiplex 360 Computer OFS Dell GKD461 Poweredge 2950 Server OFS Dell Poweredge 2800 Server OFS 8015 Dell FM3S3H1 Precision 0336 Computer OFS 8126 Dell SHMD3L1 ATG E6400 Computer OFS 8323 Dell 2xdn711 Vostro 3500 Computer OFS Dell 6s5z321 ppO1x Laptop OFS Dell 9x2x2 7239 PPS Laptop OFS Dell srwz921 Inspiron 2650 Computer OFS 8028 Dell d60kwcl Inspiron 9400 Computer OFS Dell 2s5z321 Inspiron 8200 Computer OFS Howard 148673-1712 S15C-HD1 Computer OFS 8053 Custom Cabinets No Serial Desk for Avid System DBR Pannin 154000097 Fannin Car Camera OFS Pannin 154000267 Pannin Car Camera OFS Pannin 0154001A76 Pannin Car Camera OFS Pannin 15400234 Pannin Car Camera OFS Pannin 0154001A3F Pannin Car Camera OFS Pannin 107202335 Pannin Car Camera OFS 8332 Toshiba 3A271064Q Laptop For Pannin Camera OFS 7995 Pannin unknown Serial Pannin Car Camera OFS 7997 Pannin unknown Serial Pannin Car Camera OFS 8025 Toshiba 28233287Q Laptop For Pannin Camera OFS 8061 Lenovo ls4004hlumj29072 M72E Computer OFS C" ( r Toshiba Z017341CU 1735 Laptop OFS 8093 Tripp Lite 9823cyOcb7283000[162 KVM Switch OFS 7788 Dell 221-3051 Inspirion 5150 Laptop OFS 8032 Oceans Systems 2241105 Forsensic Server OFS 8134 Dell 6t6k311 Optilpex 360 OFS 8462 Howard 1524704812 QM77KMB Comptuer OFS Dell j87p5h1 poweredge r200 OFS VCI Systems 99710 Pannin VCI Server OFS 8055 Toshiba 28118892q PSAf4u OFS Dell HSKLW81 Poweredge 2800 Server OFS 8462 Howard Desktop computer OFS Patricia Lane ,From: Jim Jackson :Jackson@westmemphis com> ,4 Sent: Thursday, February 28, 2019 3 59 PM dw To: Patricia Lane Subject: A & P appointment Hi Patricia, Could you add this A & P commission appointment to the March 711 agenda? Shawna Rhinehart General Manager Holiday Inn Express & Suites Term to expire Dec 31, 2021 Replaces Ron Brinkley Thanks, JJ Jim Jackson I Executive Director i Nest Memphis Convention & Visitors Bureau V?03 East Broadway VP 0. Be, 1728 Vest Memphis, AP 72303 o. 870.732.7598 c. 901.617.2864 f. 870.732.7640 VsitWestMemphis.com it t