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Minutes for the Infrastructure Committee meeting on January 15, 2003.
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Infrastructure Committee Minutes
Wednesday, January 15, 2003
5:15 PM
Members Present: Copeland, Dover, Farmer, Moore, Street
Meeting called to order by Alderman Copeland.
The Committee discussed the areas that the Infrastructure Committee would be responsible for: Streets/MATA, Drainage, Planning, Engineering, and General/Building. After some discussion, it was decided that these areas would be sufficient for this committee.
Alderman Moore moved that Alderman Copeland be named the Chairman of the Infrastructure Committee. Alderman Farmer seconded the motion. All members voted in the affirmative. Alderman Copeland abstained from voting.
Alderman Farmer moved that Alderman Moore be named the Street/MATA Chairman since he was the only remaining member from the previous committee. Alderman Street seconded the motion. All members voted in the affirmative.
Alderman Moore moved that Alderman Farmer be named the Drainage Committee Chairman. Alderman Dover seconded. All members voted in the affirmative.
Alderman Farmer moved that Alderman Street be named the Planning Committee Chairman. Alderman Moore seconded. All members voted in the affirmative.
Alderman Farmer moved that Alderman Dover be named the Engineering Committee Chairman. Alderman Street seconded. All members voted in the affirmative.
Alderman Moore moved that Alderman Copeland be named the General/Building Committee Chairman. Alderman Farmer seconded. All members voted in the affirmative.
Alderman Copeland then recognized Alderman Moore for the purpose of asking questions concerning the Street/MATA Department. No questions were posed.
Alderman Copeland then recognized Alderman Farmer for the purpose of asking questions concerning the Drainage Program. Alderman Farmer questioned the Mayor and City Attorney with respect to stoppage of work on the clearing, dredging and shredding of ditches and tributaries. The Mayor stopped the work, under the advice of City Attorney, in an effort to comply with Resolution 2003:03 passed by the City Council. City Attorney advised the committee he was not aware of Ordinance 3375, which also stated tributaries. After discussion, Alderman Farmer entertained motion to reinstate the projects immediately pursuant to Ordinance 3375. Alderman Moore moved and Alderman Street seconded. All members voted in the affirmative.
Alderman Farmer then questioned Aubrey Scott concerning the scope of work that was sent out for solicitation of bids by companies to perform the Comprehensive Drainage Study. Mr. Scott informed the committee that the scope of work was designed by the former Street Committee, Citizen Advisory Committee and the Professional Services Committee (PSC) based on samples and ideas from all present and other cities. Alderman Farmer questioned whether the former PSC had the authority to delegate the responsibility for ranking bids to the street committee. In addition, Alderman Farmer pointed out that no quorum was present at the PSC meeting; therefore no official recommendation could come from the December 19, 2002 meeting. City Attorney informed the committee that Arkansas Code specified that Professional Service contracts must be done on an annual basis. Larry Flowers and the Mayor informed the committee that such bids/solicitations had taken place and the Mayor was in receipt of them. Aldermen then discussed what areas would fall under the Professional Services guidelines. City Attorney stated that the City Council had passed an Ordinance outlining those areas. Alderman Copeland requested City Clerk to research the Ordinance and send a copy to each Alderman.
The Mayor indicated there were several projects he wished to discuss with the committee. Alderman Farmer referred to a list of 37 projects he obtained from the Craighead Emergency Management. The Mayor stated some of the projects he wished to discuss were included in that report. Alderman Farmer is to meet with Mayor and City Engineer Claude Martin to compile a list of projects. In addition, Alderman Dover questioned what was currently being done, at what stage the projects were, and suggested that Engineering compile a list of projects that could be completed under the $10,000 bid requirement and begin immediately on those projects.
Street Supervisor Gene Barnett informed the committee that he estimated it would take about one month to clean up after the December ice storm. He indicated he was completely inaccurate on that estimate and that now it would be in the range of 2-3 months with all crews working full-time and overtime to complete. The Mayor stated that the city could be reimbursed for 87.5% of work if it were to contract out the clean up under the FEMA declaration. The committee asked the Mayor to explore that option and prepare a recommendation to committee. Alderman Copeland is preparing an official to the Mayor.
Alderman Copeland recognized Alderman Street for questions concerning the Planning Department. Alderman Street asked City Planner Glen Batten what he was currently working on. City Planner stated that he was focused on a street/traffic plan for the Southern Hills Mall area. City Planner stated the city was way behind in preparing for the increased traffic in the area of the Mall, Home Depot and other potential commercial developments in that area. Batten indicated the Planning Commission would take the lead on the project. The MAPC will solicit input from Citizens at its monthly workshop. The MAPC will then form a list and forward to the Mayor and City Council for approval. In addition, Batten stated that a traffic engineer needed to be employed. Upon completion of this project, Batten will move to other areas such as the Medical Center area (from St. Bernards to ASU). The committee then questioned how the MPO would fit into the picture. Batten stated that Planning and the MPO had to work together. Mayor informed the committee that Jim McKinnon was currently coordinating the charter development for the MPO and pitching the idea to Bay, Bono and Lake City.
Alderman Copeland then recognized Alderman Dover for questions of Engineering. City Engineer Martin stated that he felt one additional staff person was needed for that office. In addition, he stated his department could oversee 2-3 major drainage projects at one time.
Alderman Copeland stated he had no questions at this time concerning the General/Building. Mayor indicated that the committee might need to examine the rental fees and policies of city facilities.
The committee then discussed the independent contracts of Aubrey Scott and Harry Hardwick. Both work under the MATA project and serve as independent contractors. Alderman Farmer moved, seconded by Alderman Street that the city issue payment for the month of January (2 bi-weekly pay periods) and that the committee be given copies of the contract to review for further action. All members voted in the affirmative.
The committee instructed Larry Johnson that the Mayor’s secretary, Shirley Watkins, should contact the City Clerk from this point forward when the Council Chambers is booked. Alderman schedule committee meetings/hearings through the City Clerk and in order to avoid double-booking, Donna should be provided with the most up-to-date calendar and then informed with subsequent bookings are made.
The Infrastructure Committee then selected the first Council meeting of each month at 5:15 pm as their standing committee meeting.
Alderman Farmer moved to adjourn. Alderman Street seconded the motion. All members voted in the affirmative.