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11/05/2019 MINUTES WEST MEMPHIS CITY COUNCIL December 5, 2019 A regular meeting of the West Memphis City Council was held on Thursday, December 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 Pastor, David Young, followed by the Pledge of Allegiance led by Council Member Croom, Mayor Marco McClendon called the meeting to order at 1:00 p.m. Sr. 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 Holt, Melanie Hutchinson, Lorraine Mohammed, Willis Mandy, David Murray,lames Pulliaum and Charles Wheeless. Quorum being present Mayor McClendon proceeded with the meeting. BID OPENINGS: COMMUNITY DEVELOPMENT BLOCK GRANT- DEMOLITION- MARIE HEAD (TABLED ON NOVEMBER 21, 2019). Council Member Catt made the motion, seconded by Council Member Pulliaum to approve the Community Development Block Grant Demolition bids as presented Upon voice vote,the voting was unanimous. MINUTES: APPROVE OR CORRECT MINUTES OF NOVEMBER 21, 2019 Council Member Catt made the motion, seconded by Council Member Pulliaum to dispense with the reading of the minutes of November 21, 2019 City Council meeting and approve them as submitted. Upon voice vote, the voting was unanimous to approve. OLD BUSINESS: AN ORDINANCE GRANTING A SPECIAL USE PERMIT FOR 806 AUBURN AVE., PERMITTING A GREENHOUSE IN A RESIDENTIAL, DISTRICT Council Member Catt made a motion, seconded by Council Member Pulliaum to table the Ordinance until the January 2, 2020 Council Meeting. Upon voice vote, the voting was unanimous to table until January 2, 2020 AN ORDIANCE GRANTING A SPECIAL USE PERMIT FOR THE PROPERTY LOCATED ON BILL'S GRILL RD., PERMITTING A COMMUNICATIONS TOWER IN A C-2 OPEN DISPLAY COMMERCIAL DISTRICT City Attorney Stephenson read the Ordinance by tile only for the Third and Final time. Council Member Croom made the motion, seconded by Council Member Mandy to approve the Ordinance Upon voice vote Council Member Catt abstained. Mayor McClendon asked for a roll call vote Senior Deputy City Clerk, Patricia Lane called roll. The roll call vote was as follows: Yes: Council Members: Croom, Harris, Holt, Hutchinson, Mohammed Mandy, Murray, Pulliaum, Wheeless NO Council Members: No Abstain: Council Members Catt Absent: Council Members None With 9 yes votes, 0 no votes, 1 abstention vote and 0 absent votes the motion to approve the Ordinance passed. The Ordinance was adopted and assigned No. 2526 NEW BUSINESS: Council Member Croom made the motion, seconded by Council Member Mandy to add R-1 to the agenda. Upon voice vote, the voting was unanimous Council Member Pulliaum made the motion, seconded by Council Member Croom to read R-1 and 0-1 by title only. Upon voice vote, the voting was unanimous. R-1 AN RESOLUTION AUTHORIZING A CASH INCENTIVE FOR PROJECT WIN TO LOCATE AND OPERATE A BUSINESS IN THE CITY OF WEST MEMPHIS City Attorney Stephenson read the Resolution by title only. Council Member Hutchinson made the motion, seconded by Council Member Croom to approve the Resolution. Discussion followed: Council Member Pulliaum said that he agreed with Council Member Mohammed's comment about not waiting until the last minute to bring things before the Council. Council Member Pulliaum said he felt the Resolution was something that the Advertisement & Promotion Committee could put their support behind in order to bring in new business and predicted it would show a high return on their investment. There being no further discussion Mayor McClendon asked for a roll call vote. Sr. Deputy City Clerk, Patricia Lane called roll. The vote was a follow: Yes: Council Members: Croom, Harris, Holt, Hutchinson, Mohammed Monty, Murray, Pulliaum, Wheeless NO: Council Members: No Abstain: Council Members Catt Absent: Council Members None With 9 yes votes, 0 no votes, 1 abstention votes and 0 absent votes the motion to approve the Resolution passed.The Resolution was adopted and assigned No. 2212. 0-1 AN ORDINANCE TO AMEND THE PERSONNEL MANUEL OF THE CITY OF WEST MEMPHIS,ARKANSAS, REGARDING VACATION AND SICK LEAVE BENEFITS,AND FOR OTHER PURPOSES. y City Attorney Stephenson read the Ordinance for the FIRST time by title only.The Personnel J Committee with be having a personnel meeting on Wednesday December 11, 2019 at 12:00 pm in the utility conference room to discuss the vacation and sick leave policy and encouraged council members to attend. PERMISSION FOR THE MAYOR TO SIGN AN AGREEMENT BETWEEN CITY OF WEST MEMPHIS, ARKANSAS,AND RUN GROUP, INC.,WHEATON, ILLINOIS. Council Member Catt made the motion, seconded by Council Member Mohammed to table the permission request until the January 2, 2020 Council meeting Upon voice vote,the voting was unanimous to table until January 2, 2020 PERMISSION FOR MAYOR MCCLENDON TO SIGN AGREMENT FOR SCOPE OF WORK AND FEE PROPOSAL FOR PROVIDING PLANNING AND PROFESSIONAL ENGINEERING SERVICES FOR THE DEVELOPMENT OF TEN MILE BAYOU TRAIL PHASE I-WEST MEMPHIS TO PICKERING (LACK OF MOTION( Council Member Pulliaum made a motion, seconded by Council Member Catt to give permission to Mayor McClendon to sign an agreement for scope of work and fee proposal for providing Planning and Professional Engineering Services for the development of ten-mile bayou trail phase I-West Memphis to Pickering. Upon voice vote. Council Member Croom said no. Mayor McClendon asked for a roll call vote. Sr. Deputy City Clerk, Patricia Lane called roll. The vote was a follow: Yes: Council Members: Catt, Harris, Holt, Hutchinson, Mohammed Mondy, Murray, Pulliaum, Wheeless NO: Council Members: Croom Abstain: Council Members None Absent: Council Members None With 9 yes votes, 1 no vote, 0 abstention votes and 0 absent votes the permission request passed. PERMISSION TO PAY MAYOR MCCLENDON'S CHARITY DAY FUNDS IN THE AMOUNT OF$700 TO DEERS Council Member Croom made the motion, seconded by Council Member Hutchinson to give permission to pay Mayor McClendon's Charity Day funds in the amount of$700.00 dollars to the DEERS project. Upon voice vote,the voting was unanimous. !` PERMISION TO PAY DAVID MURRAY'S CHARITY DAY FUNDS TO L.R. JACKSON ACTIVITY CENTER$550.60 AND WONDER CITY BOY'S AND GIRL'S CLUB $550.60. Council Member Croom made the motion, seconded by Council Member Mondy to give permission to pay Council Member Murray's Charity Day Funds in the amount of$550.60 to the L.R. Jackson Activity Center and $550.60 to Wonder City Boy's and Girl's Club. Upon voice vote, the voting was unanimous. MAYOR MCCLENDON ASKED FOR PERMISSION TO ADD COUNCIL MEMBER TRACY CATT'S CHARITY DAY FUNDS DISTRIBUTION TO THE AGENDA. Council Member Croom made the motion, seconded by Council Member Hutchinson to add Council Member Catt's Charity Funds distribution to the agenda. Upon voice vote, the voting was unanimous. Council Member Pulliaum made the motion, seconded by Council Member Hutchinson approve the distribution of Council Member Catt's Charity Day Funds in the amount of$2120.59 to Families in Transition. Upon voice vote,the voting was unanimous. PERMISSION TO ACCEPT CDBG DEMOLITION BIDS/QUOTES-MR. PAUL LUKER(SEE MATERIAL IN PACKETS) Council Member Hutchinson made the motion, seconded by Council Member Mondy to accept the CDBG demolition bids. Upon voice vote,the voting was unanimous. PERMISSION TO ACCEPT BUDGETARY OUTLOOK-UST REMOVAL- 511 EAST JACKSON FOR FSHER&ARNOLD Council Member Catt made the motion, seconded by Council Member Mohammed to table the permission request until the January 2, 2020 Council Meeting. Upon voice vote,the voting was unanimous to table until January 2, 2020 PERMISSION TO AWARD THE BID FOR THE FLOORING FOR ROBERTA JACKSON NEIGHBORHOOD CENTER (TABLED ON NOVEMBER 21, 2019). Council Member Croom made the motion, seconded by Council Member Holt to award the bid for the Roberta Jackson Neighborhood Center. Discussion followed: Council Member Mondy said that he wanted it on record that he was not in agreement with moving forward with the bids as presented. Council Member Mond,said that all of the bidders were not given all the information. Council Member Mohammed asked if Council Member Mondy was wanting them to open the bid back up for rebid since all the people were not given all the information at the time of the bid. Council Member Croom said that he would like to move forward with the existing contractor, so that they could complete the project. Council Member Holt and Council Member Wheeless agreed. Council Member Croom said that they were also given an Architect letter indicating that the bids were close and that it would be better to stay with the same contractor rather than have several contractors. Council Member Hutchinson inquired if in the past had they gone with the Architects recommendations. Planning & Development Director, Paul Luker addressed the Council to explain the discrepancies in the bidding process. Mr. Luker said that it was in the measurement of the square footage, but once the Architect measured the square footage the difference in the bids were approximately$1,500.00 dollars. City Attorney Stephenson said he was relying on the expertise of the Architect and the bid was basically a change order. City Attorney Stephenson said the biggest concern would be the warranty and who would be held responsible should something happen, if there were two contractors. The existing contractors original bid by Quality flooring was $30,000 below all the other bids. There being no further discussion. Mayor McClendon asked for a roll call vote. Sr. Deputy City Clerk, Patricia Lane called the roll. The vote was as follows: Yes: Council Members: Catt, Croom, Holt, Hutchinson, Mohammed Murray, Pulliaum, Wheeless NO: Council Members: Mondy Abstain: Council Members Harris Absent: Council Members None With 8 yes votes, 1 no vote, 1 abstention votes and 0 absent votes the permission request passed PERMISSION TO PAY C&T SOLUTIONS, INC$62,505.00 Council Member Catt made the motion, seconded by Council Member Croom to give permission to pay C&T Solutions $62,505.00 to upgrade or replace all computer systems to accept Windows 10 before January 20, 2020. Utility Department will cost $37,000.00 and DATA Processing for the rest of the City will cost $25,000.00. Upon voice vote, the voting was unanimous. COMMITTEE REPORTS: AIRPORT: Council Member Croom presented the Airport Commission report. The Airport Commission met on November 21, 2019. Susanna Cook with Garver went over the proposed CIP (Capital Improvement Projects) for the next five years. She proposed a beacon replacement as well as design and bidding services for the North Apron Rehab project for the 2021 Fiscal year. The Commission approved the proposed 2020 budget PERSONNEL COMMITTEE: Council Member Hutchinson presented the Personnel Committee report. The Personnel Committee met on November 21, 2019. The Committee has continued to review the current vacation and sick leave policy and are still in the process of implementing changes. There will be a personnel meeting on Wednesday December 11, 2019 at 12:00 pm in the Utility building conference room to discuss the personnel policy. Council Member Hutchinson invited the Council Members to attend the meeting to get their input. PUBLIC WORKS COMMITTEE: Council Member Mohammed presented the public works report. The Public Works Committee met on December 3, 2019.The total for Recycling for the month of November was 21, 280 pounds there was one a-waste pickup and they disposed of 300 tires The South Loop has 3 more geographical borings waiting to be completed so right away plans can be submitted and begin allocation. The Lehr Street Bridge project is under environmental review. ARDOT will be designing the project. East Barton has had some cold wet conditions which has slowed progress. The next step is to have the roadway undercut stabilized with lime so the compaction test will pass. Redding Street—They have gotten prices on two different types of bridges and are studying the budget to see which option is the best for the crossing. The project is expected to be bid early spring. 30 Mile Bayou- City Engineer, Amanda Hicks has asked Mr Rob Rash with the St Frances Levee District to come and speak with the committee about how the government earmarks money for projects. The Corps is working on cleaning up the Bayou, but the project has been put on pause for the bridge improvement projects. Mrs. Hicks is looking for funding to help with this project.TAP Funding agreement has been approved with ARDOT. Having this trail on the bayou would help the department to have access in order to maintain the area. The contract with the engineer still needs to be discussed. City Engineer, Amanda Hicks passed out the departmental budget for 2020. BUDGET COMMITTEE: Council Member Catt presented the Budget Committee report. Council Member Catt handed out a copy of the sales tax report and budget schedule starting next week in pre-council.This will be the first opportunity to meet with all department heads once they go through the initial review Council will direct budget who to bring back in for further discussion and schedule additional meetings to get everything finalized on the budget Council Member Pulliaum said that he would like to see them look into some type of monetary reward for the Police Department and Fire Department for certain types of certification that they have along with college. Council Member Pulliaum asked that Council Member Catt and City Treasurer Frank Martin get together and see if there was some type of budget for this. City Treasurer Martin and Council Member Catt will meet to discuss this matter. LADVERTISING & PROMOTION COMMITTEE: Council Member Pulliaum presented the Advertising & Promotion Committee report. The Advertising & Promotion committee met on November 18, 2019 at 4:00 pm. In October the Civic Auditorium hosted 2 events with 675 guests. The Eugene Woods Civic Center hosted 6 events in June with 975 guests Architect Roddy Geary updated the commissioners on the scope of work that was included in the last set of renovations plans submitted. The commission would like to see the design at the Civic complex be more uniformed with the new fire station, library and municipal building Commissioner Tim Wallace made a motion to fund $10,000.00 dollar proposal presented by the Mississippi River Monster Catfish Tournament for West Memphis Advertising& Promotion to be the presenting sponsor for the 2020 tournament again. The motion passed. The Commission voted to rename the Civic Auditorium the William H Johnson Civic Auditorium. The proposal to fund a tourism feasibility study was tabled until the next meeting PRESENTATIONS: Mayor Marco McClendon and Assistant Police Chief, Robert Langston presented Police Officer, Tanner Carroll with the Officer of the month certificate for his outstanding dedication, diligence and commitment to the job. ANNOUNCEMENTS: Council Member Mondy announced that on December 5, 2019 at 5:00 pm they would be recognizing West Memphis citizen Ms. Barry Brown for her years of service and dedication to civil rights, school board and the community. The event will be at the Martin Luther King Park. Jim Jackson, Director of Convention Visitors Bureau announced that on Saturday December 7, 2019 from 3,00 pm to 5:00 pm at the Civic Center they would be hosting a Polar Express event for all the children. There will be Hot Chocolate, popcorn and they will be showing the Polar Express movie. There will be an ugly pajama contest and gifts for the children and pictures with Santa Clause. The event will be free. CITIZEN REQUEST NONE Having no further business to come before the City Council, Council Member Pulliaum moved, seconded by Council Member Croom to adjourn. Upon voice vote, the voting was unanimous. The meeting adjourned at 1:50 p.m PASSED and APPROVED this 19t1 day of December 2019. ,.� ARCO MCCLENDON, MAYOR A ST: JOYCE GRAY, CITY CLERK Minutes prepared by, Patricia Lane, Sr. Deputy City Clerk