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09/05/2019 MINUTES WEST MEMPHIS CITY COUNCIL September 5, 2019 A regular meeting of the West Memphis City Council was held on Thursday, September 5, 2019, at 1:00 p.m in the City Council Chambers at City Hall, 205 S. Redding, West Memphis, Arkansas. Invocation was given by Council Member, Helen Harris followed by the Pledge of Allegiance led by Council Member Croom. Mayor Marco McClendon called the meeting to order at 1:00 p m. 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 Cott, Wayne Croom, Helen Harris, lames Halt, Lorraine Mohammed, David Murray, Willis Mandy,lames Pulhaum and Charles Wheeless Absent were Council Member, Melanie Hutchinson. Quorum being present Mayor McClendon proceeded with the meeting. BID OPENINGS: WEST MEMPHIS UTILITIES— (1) 2019 SANITARY SEWER REPAIRS AND 2019 MID—AMERICA INDUSTRIAL PARK WATER LINE REROUTE (A.1.) ELHAJ AND KRISTEN CARPENTER) Council Member Mohammed made a motion, seconded by Council Member Croom to accept the bids as presented and refer them back to Administration for distribution. Upon voice vote, the voting was unanimous. COMMUNITY DEVELOPMENT AGENCY— REHAB—M HEAD Council Member Pulhaum made a motion, seconded by Council Member Croom to refer the Community Rehab Bids back to Administration for distribution. Discussion followed: Community Development Coordinator, Marie Head said the bids were opened on Thursday, September 4, 2019 at 12:00 pm. They are in the process of reviewing the bids to determine which houses they will be able to rehab with the money that is available, and that there is a chance that they will not be able to rehab all the houses on the bid list. Council Member Mohammed asked if they would select the houses by priority. Council Member Croom asked about the $25,000-dollar Grant that was discussed previously through ADFA, and if the application had been submitted by the deadline date. Ms. Head said that they were still waiting for an answer from ADFA, but that they had submitted the Grant so that they would be prepared when ADFA did released it There being no further discussion: Mayor McClendon asked for a roll call vote. Sr. Deputy City Clerk, Patricia Lane called roll. The roll call vote was as follows: YES: Council Members: Catt, Croom, Harris, Holt, Mohammed, Mandy, Murray Pulhaum, Wheeless NO: Council Members None Abstentions. None Absent Hutchinson Upon roll call vote,the vote was 9 Yes votes, 0 No votes 0 Abstentions and 1 Absent vote,the motion to accept the Community Development Bids passed unanimously. They will be referred back to Administration for distribution. PRESENTATIONS: Mayor McClendon and Community Police Coordinator, Ms. Tawana Butler recognized Police Officer, Roy Davis. Officer Davis responded to a structural fire at the Century Hotel located at 1901 East Broadway. Upon Officer Davis arrival he checked the building and found a woman in distress he opened the door and got her to safety. Officer Davis was recognized for his bravery and received a plaque recognizing him as Officer of the month for the month of Augus.t Officer Davis was given the Life Saving Insignia. Ms Butler thanked Officer Davis on behalf of the City of West Memphis and the West Memphis Police Department for all of his hard work and dedication. MINUTES: Council Member Catt moved, seconded by Council Member Pulliaum to dispense with the reading of the minutes of August 15, 2019 City Council Meeting and approve them as submitted. Upon voice vote, the voting was unanimous to approve. OLD BUSINESS 2nd Reading AN ORDINANCE TO ESTABLISH PROCEDURES FOR SETTNG THE AGENDA FOR CITY COUNCIL MEETING FOR THE CITY OF WEST MEMPHIS,ARKANSAS, AND FOR OTHER PURPOSES Council Member Pulliaum made a motion, seconded by Council Member Wheeless to table the Ordinance Indefinitely. Upon voice vote, the voting was unanimous to Table Indefinitely. Council Member Pulliaum made a motion, seconded by Council Member Money to read R-1, 0-1, and 0-2 by title only. Upon voice vote, the voting was unanimous. NEW BUSINESS: A RESOLUTION APPROVING THE PURCHASE AND FINANCING OF TWO (2)TRUCKS FOR THE SANITATION DEPARTMENT FOR THE CITY OF WEST MEMPHIS City Attorney Stephenson read the Resolution by title only. Mayor McClendon said that there were some corrections to the numbers for Resolution 2207 that was passed on August 15, 2019, approving the purchase and financing of two (2) trucks for the Sanitation Department for the City of West Memphis. The cost of the Front-End Loaders was published as$160,400 dollars. The published price should have been $260,000 dollars Council Member Pulliaum made the motion, seconded by Council Member Mohammed to combine the correction of the amounts and the amendment to Resolution (R-1) No. 2207 together and approve them as amended. Upon voice vote,the voting was unanimous. City Treasurer Frank Martin said that there was a correction to the amount of the Grapple Truck the amended amount should be $139,833.00 dollars. Council Member Pulliaum made a motion, seconded by Council Member Holt to accept the amendment for the Grapple Truck. Upon voice vote,the voting was unanimous. There being no further discussion: Council Member Pulhaum made the motion, seconded by Council Member Wheeless to accept the Resolution. Upon voice vote, the voting was unanimous to approve the Resolution with amendments under the previously adopted Resolution number 2207. (previously adopted on August 15, 2019). 0-1 AN ORDINANCE TO ESTABLISH PROCEDURES FOR SETTNG THE AGENDA FOR CITY COUNCIL MEETINGS FOR THE CITY OF WEST MEMPHIS, ARKANSAS,AND FOR OTHER PURPOSES City Attorney Stephenson read the Ordinance for the FIRST time by title only Council Member Catt made a motion, seconded by Council Member Pulliaum to suspend the rules and place the Ordinance on it second reading. Upon voice vote the voting was unanimous City Attorney Stephenson read the Ordinance for the SECOND time by title only Council Member Catt made a motion, seconded by Council Member Croom to further suspend the rules and place the Ordinance on its third reading. Upon voice vote,the voting was unanimous. City Attorney Stephenson read the Ordinance for the THIRD and FINAL time by title only. Discussion followed: Council Member Mohammed wanted clarification on Section 4, for the items on the agenda. Council Member Mohammed brought it to the Councils attention that roll call was omitted. Council Member Pulliaum made a motion, seconded by Council Member Croom to amend the Ordinance adding roll call after call to order. Discussion continued Council Member Pulhaum felt it was important to take care of City Business first. Council Member Croom concurred. The Council came to an agreement on the order of the agenda with the amendment of adding roll call, after the call to order Council Member Pulliaum made a motion, seconded by Council Member Catt to approve the Ordinance with the amendments. Upon voice vote, the voting was unanimous to approve. The Ordinance was adopted and assigned No. 2517 0-2 AN ORDINANCE REQUIRING ALL PUBLIC RECORDS OF THE CITY OF WEST MEMPHIS TO REMAIN ON CITY PROPERTY OR STORAGE PROPERTY RENTED BY THE CITY AND BE AVAILABLE AND ACCESSIBLE FOR INSPECTION OR COPYING BY THE CITY ADMINISTRATORS, CITY EMPLOYEES AND CITIZENS OF THE STATE OF ARKANSAS, AND FOR OTHER PURPOSES City Attorney Stephenson read the Ordinance by title only for the FIRST time by title only. Council Member Catt made a motion, seconded by Council Member Wheeless to suspend the rules and place the Ordinance on its second reading. Discussion followed: Council Member Mohammed said she needed more time to look over the Ordinance Mayor McClendon asked for a roll call vote: Sr. Deputy City Clerk, Patricia Lane called roll. The roll call vote was as follows: YES: Council Members: Catt, Croom, Holt and Wheeless NO: Council Members Mohammed, Mundy, Murray Abstentions: Harris, Pulhaum Absent Hutchinson Upon roll call vote, the vote was 4 Yes votes, 3 No votes 2 Abstentions and 1 Absent vote, the motion to place the Ordinance on it second reading failed. The Ordinance will be back on the agenda in two weeks for its second reading AN AMENDMENT TO RESOLUTION 2207 The amendment was combined and acted upon under New Business under R-1. PERMISSION REQUEST: PERMISSION TO DESTROY RECORDS-THE DISTRICT COURT OF CRITTENDEN COUNTY—MRS. TERRY GRIFFIN, CHIEF CLERK OF THE COURT Mayor McClendon asked for permission for Chief Clerk of the Courts to destroy records. Council Member Pulliaum made the motion, seconded by Council Member Croom to give permission to Ms. Griffin to destroy the court records. upon voice vote,the motion was unanimous. Council Member Pulliaum made a motion seconded by Council Member Croom to nominate Council Member Murray to oversee the records disposal. Upon voice vote, the voting was unanimous. PERMISSION TO DISTRIBUTE CITY COUNCIL MEMBER WILLIS MONDY'S PORTION OF DOG TRACK FUNDS: $550.00—L.R.JACKSON ACTIVITY CENTER, AND$550.00—WONDER CITY BOYS CLUB City Treasurer, Frank Martin asked for permission to distribute Council Member Mandy's portion of Dog Track funds to L.R. Jackson Activity Center in the amount of$550.00 and $550.00 to the Wonder City Boy's Club Council Member Pulhaum made the motion, seconded by Council Member Mohammed to give permission to City Treasurer, Frank Martin permission to distribute the funds. Mr. Martin said that that there was a typo and the correct amount to be distributed is $550.60 to each club. Upon voice vote,the voting was unanimous. Council Member Croom asked for permission to add the Distribution of his Dag Track funds distributed to each of the following organizations Steudlein Learning Center, Families in Transition and Delta Arts. Council Member Croom would like one third of his funds paid to each of the organizations. Mr. Martin said that he did not have the figures in front him. No actions were taken by the Council to add Council Member Croom's request to distribute his share of the Dog Track Funds to the agenda. The request will be added to the September 19, 2019 Council Meeting. COMMITTEE REPORTS: PUBLIC WORKS COMMITTEE: Council Member Mohammed presented the Public Works Report. The Public Works Committee met on September 3, 2019 A representative from the Pickering Firm presented the Storm Drainage Study, they will be looking into improving the drains and drain holes and pipes that need to be repaired. The South Loop Project is ongoing and is on schedule and should be completed by the end of 2019 or first of next year. ADVERTISING AND PROMOTION: Council Member Pulliaum passed out the Advertising and Promotion Commission minutes to the Council The West Memphis A & P Commission met on J August 15, 2019 at:4 00 p.m. There were no events hosted at the Civic Auditorium during the month of July. The Eugene Woods Civic Center hosted 17 events in June with 1,437 guests Convention Visitor Bureau Director, Jim Jackson presented the plans that were previously designed for exterior renovations of the Civic Complex. The estimated budget is $250,000 00. dollars. Commissioner Scott Ferguson noted that the plans were disappointing and commented that he thought they were going to make it look better from the outside After brief discussion, the Commissioners requested that Mr. Jackson have Roddy Carey present a detailed plan for the exterior improvement of the Civic Complex building at the next Commission meeting. The Commission voted to sponsor West Memphis Night Out in the amount of$2,500 dollars. The Commission voted to change the regular A& P Commission meeting to the 31d Wednesday of the month at 4:00 p m. APPOINMENTS: None ANNOUNCEMENT: A.J. ElhaJ announced that the Utility Department will be conducting Smoke testing starting Tuesday, September 10, 2019. The testing is part of the Sanitation Sewer evaluation study. The goal is to identify any sewer defects. They have reached out to the Police Department, Fire Department and Communications Director, Nick Coulter to communicate information to the Public about the testing. Council Member Catt said if they should notice any smoke in their home, they should contact a Plumber and not the City Utility Department to correct any issues inside their home. There will be field Officers in the areas being tested to answer questions and they will be posting on social media to keep the Public informed.The smoke color is white and is not toxic. The testing should take approximately 2 months to complete. City Treasurer Martin asked the Hightower Committee to remain after Council to set up a meeting date to discuss the Hightower Park Project. Mayor Marco McClendon announced that he had met with the State Legislative Auditors on Wednesday for the close out of the 2018 Audit and that he would be meeting with the Newly formed Audit Committee to go over the findings and ways to improve going forward. They will be presenting the findings to open Council. Mayor McClendon asked for all Council Members to stay after Council. They will be distributing the Charitable funds checks to the four Boys and Girls Clubs and he would like to take a picture with the Council and clubs Mayor McClendon thanked everyone for their support in making the first annual Mayor's All White Affair a success. This year's theme was to bring awareness to Domestic Violence and recognized Families in Transition, My two Daughters and Naked and Afraid. Mayor McClendon is looking forward to next year's gala and plans to bring awareness to Prostate Cancer. Council Member Pulliaum said that the Council had previously discussed with the Budget Chair, Council Member Catt and Finance Director, Frank Martin the need to start Budget talks earlier, so that they could be prepared before the end of the year. Council Member Catt said plans are to begin Budget talks in November Council Member Pulliaum addressed Ordinance 0-2 regarding returning of the City records to City Hall building or City approved storage building and providing enough office space for the Elected City Clerk. Council Member Pulliaum sponsored the Ordinance and said that he would like to see a plan in place that would be conducive for everyone. Mayor McClendon concurred with Council Member Pulhaum, but as Chief Executive Officer of the City of West Memphis, all communication should go through him Council Member Pulliaum said he would like to see some type of resolution. CITIZEN REQUEST: Arleen Scott Freeman, Sales Manager Emergency Company. Ms. Freeman is the area Manager for eleven counties. Ms. Freeman represents one of the largest Air Evac Teams for Air Lift Carrier Transport. Ms. Freeman is asking for Councils approval to meet with them and other Governmental agencies and staff annually to discuss what their membership program has to offer to the community. Having no further business to come before the City Council, Council Member Pulliaum moved, seconded by Council Member Wheeless to adjourn. Upon voice vote, the voting was unanimous. The meeting adjourned at 2:10 p.m. PASSED and APPROVED this 19' day of September 2019. MARCO MCCLENDON, MAYOR ATTEST: E YCE RAY, Y CLERIC Minutes prepared by, Patricia Lane, Sr. Deputy City Clerk E Q CITY OF WEST MEMPHIS ARKANSAS WEST MEMPHIS PLANNING & DEVELOPMENT 205 South Redding-P O. Box 1728.West Memphis, Arkansas.72303-1728 (870)732-7620 PLANNING COMMISSION RECOMMENDATIONS Wednesday July. 31 2019,at 3:30 PM City Council Chambers 205 South Redding Street,West Memphis,Arkansas I. SUBDIVISIONS: A. Subdivision Replat of Lot 2 Mid-America Center Subdivision,Family Dollar _ Dr.- Application Case#SD-06-19- This case is being presented by The Crty of West Memphis, represented by Jim j Smith. It is zoned I-1,Limited Industrial District 1 Approval is subject to the following criteria: L Proper execution of all Certificates; 2. Installation of grading and drainage improvements as required by Department of Public Works: 3. Approval of the improvement plans by the West Memphis Utility Department, as to easements; 4. Installation of storm water management requirements and other improvements, as required by the City Engineer. After review and discussion, the Planning Commission recommended to approve with conditions the Replat of Lot 2, Mid America Center Subdivision II. SPECIAL USE PERMIT: IV Special Use Permit Tobia Fuller,802 Auburn Application CS#SUP-02-19 This case is being presented by the property owner Tobia Fuller, for the property 1 located at 802 Auburn, and contains 1.12 acres. The property is zoned R-I Single Family Residential. After review and discussion, the Planning Commission unanimously recommended to reject the Special Use Permit for 802 Aubum. West Memphis Chamber of Commerce Board of Directors Meeting Minutes Wednesday, August 14, 2019 Call to order Wayne Croom called the board meeting to order at 12D'.25Ape' Collins, N. Coulter, M. Jr g Clement, L Carlson,lore, T. Pedersen, M. Thompson, D. Members Present El Croom, J. m Martin, Darby, K Davis, C Elliott, K Ingram, J Jackson, F R Catt, A coulter, S Hashmi, S. Jones, F. Leonard, S. London, D. West and D Wolf Members Absent: T Anthony, st, R Thorne, McCollum, D. Nicks, T Ramer, N Cat Others Present: Emily Scarbrough and Phillip Sorrell Minutes 9 Croom asked the board to review July's minutes. lY Martin W Croom called the meeting to order W made a motion to accept July's minutes and K. Ingram seconded. Motion passed unanimous y Financials year, $10,000 of this difference is ared to $14,722 last Y ar, P&L, instead of July this W Croom asked Laura Carlson to resent the financial report as the new Treasurer. L. Carlson Stated that current period revenues are $2490 comP which will be In Aug due to economic development and A&P money, expenses this year. Year to date year, leaving a revenue difference of$2,232 in membership ibo dues Current n't have Guty umbo festxa a city money penses are lower compared to last year's simply because aus due towe ldloss of memberr dues,ex 9 excess of revenues are down $ be in August's report M. DarbyssedmadeunanilmouslY_ [ ($10,000) is not counted in this P&L uwRhla second by C. Elliott Motion p approve July's financials as Presented ugh reported on various Chamber Staff Repoli Iain the chamber staff reports. E.upcomScarbing cps and even ts. W. Groo�Scarbrough to exp read the word on up 9 chamber staff activities and asked the board to spread last Further discussion continued E Scarbrough reported that new members were reinstatements an ion chance and deleted members was made by F Martin and seconded by J. Collins. Motion passed deleted members were all owner requests. Further discussion continued. J Co to accept ne , unanimously New, Llana math 2 Precocity Early Childhood Development Center bers LastCE Rewinding 2 Ca,Wash USA Express Dale 1Dele d�MS 2 The Computer Factory 3 Union Compress Warehouse IL Committee Reports community Building - Kay Kay Davis had no report since the committee did not meet in August. Education Committee -Jon Collins - J. Collins stated the committee met over the summar to discuss Holines's scholarship requirements amon other things J Collins mentioned the important 7.5 Mill increase vote coming up September loth He also mentioned the great turnout and publicity at the millage press conference on August 12th Mailers will go out closer to el haion s heatnd robo and thes WIM next be made to get voters to the polls J Collins stated the millage supportgreat hurdle will be to get voters to the polls W Croom informed the board that yard signs were available. Further discussion continued Membership Services - Mallory Darby informed the board of the committee's work and the attached sponsorship brochures included in the board packet M. Darby also recruited West Memphis Transloading to loin the Chamber Marketing - Shelby Moore reported that marketing committee's work focused on aesthetic materials that would make the sponsorship levels attractive and easy to understand. W Croom asked the board to simply review the sponsorship levels until the next board meeting. Meanwhile, the executive committee would meet again to review sponsor levels one last time before a vote. Policy and Procedures -Todd Pedersen slated that the by-law changes were emailed with the board packet He requested the board review the proposed changes and send questions to he or E. Scarbrough He mentioned a suggestion was made to change barter agreements from a section to a sub-part under dues and asked d there was no objection then he made a motion to accept these changes with a second from D. West Motion passed unanimously. Further discussion continued. Diplomats -Connie DePriest was absent and E. Scarbrough stated the committee is continuing to meet at member restaurants and promote Chamber activities. Leadership Crittenden County - Fred Leonard - F Leonard was absent and E Scarbrough mentioned the class attended industry day in July Governmental Affairs- Jim Jackson stated the City has been working on the Great Steak Cookoff , its new website and its presence on social media He confirmed that bridge closures rumors were not official and he didn't feel that the closure would be an issue Economic Development- Phillip Sorrell- P Sorrell proudly announced that he does have a report announcing a"couple of good projects"Economic Development is working on right now. His department has several active projects out there that are good fits for the community. P. Sorrell spoke in depth about capital gain tax incentives for individuals seeking to invest money in local opportunity zones for community revitalization W Croom commended Mallory and Phillip on their efforts Further discussion continued Junior Leadership- Darin McCollum was absent and E Scarbrough metioned the class is full with 20 girls and the program will kickoff with an orientation on August 27th ad the retreat in September. New Business W Croom asked the board to review the Hometown Showdown Sponsorship request for $500. N. Coulter made a motion to sponsor the Hometown Showdown event in the amount of$500 with a second from D Wolf W. Croom asked the board to review the list of 3 replacement board candidates to serve until December 2020 F Martin made a motion to accept Sheila Fowler, Eddy Scoggins and Randy Sullivan as the 3 new board members to serve until December 2020. K Ingram seconded and the motion passed unanimously Lastly, W Croom asked the board to review the proposed Chamber sponsorship levels to be advertised starting in 2020 W Croom mentioned the executive committee would meet one more time to discuss, review and approve these levels before the next board meeting Further discussion continued Old Business W Croom asked T Pedersen to explain the By-law changes approved in the July work session. T. Pedersen stated the corrected by-laws were included in the board email along with meeting packet. Other Discussion K Ingram asked T Pedersen to clarity section 3, nomination of officers process. Further discussion continued. S Moore mentioned Fenter Physical Therapy's 1-day Injury Prevention Summitt. W. Croom mentioned upcoming events and asked for a motion to adjourn. Motion to adjourn was made by M. Darby and seconded by J Jackson