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Minutes for the Public Works Committee meeting on May 3, 2005.
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Public Works Committee Minutes
Tuesday, May 3, 2005
4:30 p.m.
Members Present: Farmer, Ashley, Street, Province, Dover, and Moore.
MINUTES
Councilman Ashley moved, seconded by Councilman Farmer to approve the minutes for April 5, 2005. All voted aye. Copies were made available to all in attendance.
SANITATION
Apartment Pick-Up Fees: Councilman Farmer moved, seconded by Councilman Dover to withdraw the previous committee recommendation and table the apartment pick-up fees for review by the City Attorney. Councilman Farmer explained the legalities needed to be reviewed with regard to the 2000 vote and sanitation fees in order to determine the options and what exposure there is to the City of Jonesboro. Mr. Bob Rees, a member of the Landlords Association stated if the apartment pick-up fees are enacted they would make an effort to get an initiated act on the ballot to eliminate the 2% sales tax. Councilman Farmer explained it was a 1% sales tax (not 2%) and if eliminated the city millage, mosquito and sanitation fees would automatically be reinstated. Mr. Roger Watkins, also a member of the Landlords Association, stated the increase would amount to 5% of his rental income, and explained he could not absorb the cost, nor could his tenants. All members voted aye.
ORDINANCES AND RESOLUTIONS
Amend the Budget - Maintenance Shop Crew Leader: Councilman Farmer moved, seconded by Councilman Dover to recommend to the full council an ordinance to amend the 2005 budget to delete the Mechanic II position and adding the position of Maintenance Shop Crew Leader; appropriating $3,289.86 for the new position; and lifting the hiring freeze for Human Resources, City Clerk, and Sanitation Departments. All voted aye.
Conveyance of property : Councilman Dover moved, seconded by Councilman Farmer to accept Mayor Formon’s recommendation and refer to the full council a resolution to convey property located on the west side of Highway 63, south of Washington Avenue to the Arkansas Highway & Transportation Department for highway purposes at no cost. All voted aye.
GENERAL PROPERTY/BUILDINGS/PARKING
Cobb Street House: Chairman Street announced the Cobb Street house would be pulled from consideration at the request of Consortia Care.
1118 Creath: Mr. Wadley explained the structural integrity of the house could be utilized, so the request for demolition was pulled from consideration
508 W. Monroe: Mayor Formon stated they had found an individual willing to tear the house down at no cost to the city, however Mr. Wadley corrected Mayor Formon stating that has changed. Mr. Wadley explained the house would be demolished, but there would be a cost to the city.
Justice Complex: Mr. Wadley stated no report was available as of yet. He explained the engineer wanted to spend two days reviewing the Justice Complex, but no date had been set when he might start.
PLANNING
MPO: Mr. Copeland gave an overview of the Metropolitan Planning Organizations (MPO) defining terms and functions. He explained there are eight MPO’s in the State of Arkansas with Jonesboro and Hot Springs being the two newest. Jonesboro’s MPO consists of two committees: Technical Advisory Committee and the Policy Committee. Mr. Copeland defined the Transportation Improvement Program (TIP) which is a comprehensive plan containing prioritized projects. He stated if the project is not included in TIP, then there will be no federal or state funding for the project. The TIP may be amended, but must first provide a public hearing and be approved by the various committees. He explained the deadline for submitting the plan is October 1, 2005 and anticipated having the plan complete by the end of September.
Traffic Study: Mr. Bernie Auld provided a preliminary draft of the traffic study stating the draft was dealing with corridor and parkway portions of the plan because additional information was needed in order to make sure they are consistent with zoning, planning and future city needs. Mr. Auld stated the draft was based on 2005 projections and provided short term and long term improvements. He explained the City of Jonesboro wants to minimize failure modes or non-operational modes, and the preliminary draft is a line on paper allowing the City to see the cause and concerns in the future as the plan becomes finalized. Mr. Auld explained they had expanded the original area due to traffic concerns of the new mall, and the draft addressed things like how to improved traffic through intersections. He explained future needs will have to be addressed regarding the north/south portions of Jonesboro, specifically access on and off of the Highway 63 Bypass.
STREETS
Matthews MATA Project - Change Order: Councilman Moore moved, seconded by Councilman Dover to accept the Mayor and Staff recommendation for Change Order No. 4 for the Matthews MATA Project at St. Bernard’s & Cemetery for an estimated cost of $46,769.69. All voted aye.
141 North Church MATA Project - Change Order: This item was pulled because it had already been approved by the Finance Committee.
Dozer Repair: Councilman Farmer moved, seconded by Councilman Dover to recommend to the full council, and place on the agenda for tonight’s meeting, an ordinance to waive competitive bidding for repairs to a case dozer in the amount of $15,578.00. It was explained this was a critical need and the money had already been appropriated in the budget. All voted aye.
Pole Saw: Councilman Farmer moved, seconded by Councilman Moore to purchase a used pole saw costing $375.00. It was explained an employee currently owns the pole saw, and a new one would cost over $600.00. The money had already been appropriated in the 2005 budget for a new saw. The staff wanted to bring it to the attention of the committee since it is was owned by an employee and wanted to avoid any accusations of impropriety. All voted aye.
Downtown Crosswalks: Mr. Hooton provided information regarding the downtown crosswalks, stating the cost would be $24,000 for flat pre-cast borders, and $344.91 for brick repairs. Councilman Farmer questioned where the funds would come from and stated there was a road construction budget. Mr. Hooton explained that particular fund had been depleted due to overlays and restriping of streets. Councilman Moore stated the money would be well spent and moved to purchase the borders and brick, but the motion failed for lack of a second. The question was asked if it had gone through the purchasing process. Mr. Hooton explained, Purchasing Agent, Steve Kent had asked Mr. Hooton to get the prices for him. Committee members stated prior to waiving competitive bidding, they wanted an effort to be made to get bids first. Mr. Hooton was asked to have the Purchasing Agent to get bids prior to waiving competitive bidding, so it can be reviewed at the next Public Works meeting.
Standard Operating Procedure: Mr. Hooton explained Attorney Crego still had to review the ordinances prior to recommending a procedure. Councilman Farmer moved, seconded by Councilman Moore to refer the matter to the Storm Water Compliance Committee for guidance and to the City Attorney for legal review.
Annual Bids - Street Department: The Public Works had previously approved some of the annual bids, but Mr. Hooton presented the rest of the bids to committee members for consideration. Councilman Farmer moved, seconded by Councilman Moore to place on tonight’s agenda and recommend to the full council a resolution accepting bid numbers:
2005:25 - Tire Recapping - Looney’s Tire Service - recommended based on 2004 usage
2005:32 - Removal of Permanent Pavement Markings - Low Bidder being Arkansas Striping
2005:36 - Thermoplastic Paving Markings - Low Bidder being Arkansas Striping
2005:37 - Reflector Paint Paving Markings - Low Bidder being Arkansas
Striping
2005:38 - Hot Tapes - Low Bidder being Zumar Industries
2005:39 - Street Paint - Low Bidder being Allstates Coatings Co.
All members voted aye.
Brownstone Subdivision - Rossland Hills: Attorney Bobby Gibson, representing residents of Rossland Hills (Ebbert Drive) addressed committee members regarding problems occurring from drainage issues with Brownstone Subdivision. City Attorney Crego and staff had sent letters to Mr. Gibson’s clients asking them to remove fences and other obstructions from the city’s easement in order to construct a drainage easement that developer, Barry Phillips had failed to install. Mr. Gibson stated his clients were aware there was a drainage problem in the Brownstone Subdivision, but were reluctant to pay the cost of $6,000 to $8,000 to fix the problem since it was the developer who failed to install the easement, and the city that did not enforce city code. Mr. Gibson contended there was a better solution to the problem and the developer should have to pay, not the residents, nor the City of Jonesboro. Attorney Gibson was asked to communicate with City Attorney Crego, so Mr. Crego could provide legal recommendations to the Jonesboro City Council regarding this matter. Attorney Crego was asked to schedule a meeting with Attorney Gibson, and Mr. Barry Phillips, and offer possible legal action, if Mr. Phillips refused to cooperate.
Riviera & Ridgepointe - Intersection: Mr. Claude Martin requested a meeting with the President of the Property Owners Association, Mr. Jerry Brackett, in order to understand what was being proposed at the intersection of Riviera and Ridgepointe. It was originally thought that is would be a “round-about” costing approximately $10,000.00, however, Mr. Martin stated he was unsure what they were proposing. Earlier this year there had been a fatal vehicle accident in the area. Mr. Martin was asked to contact Mr. Brackett so he could attend the next Public Works committee meeting.
Layman Crest - Use of plastic pipe: Mr. Hooton explained Layman Crest was developed when the use of plastic pipe was allowed. He stated an extension has been done at Ridge Lake Estates, causing a need for a 10 foot extension to the existing plastic pipe. Mr. Hooton explained it would be cheaper to extend the pipe using plastic, but since the City no longer allows for the installation of plastic pipe, he was unsure if plastic could be used for the extension of an existing plastic pipe. It was recommended that the ordinance be amended to grandfather in the use of concrete piping, however, it was determined no ordinance ever existed, and previous Street Committee members had just made the decision to disallow the use of plastic pipe. Councilman Farmer moved, seconded by Councilman Dover to approve the extension of plastic pipe at Laymen’s Crest Subdivision. All voted aye.
Completion of various streets: Discussion was held regarding various unfinished streets within Jonesboro. Attorney Crego stated he had not sent letters, because he had not been provided the names of the land owners. It was determined that Mr. Jerry Bowman had purchased the remaining lots on Alex Drive which was involved in a bankruptcy; Mr. Mack Fleming was the owner of Matt & Briar Drives; and Lamb & Justy Lanes were owned by Mr. Harold Lamb. Committee members requested an estimate be provided so they could make an informed decision regarding the street repairs. Councilman Moore explained Mr. Harold Lamb had agreed to pay for ½ of Lamb and Justy Lanes. Mr. Hooton explained they were currently accepting a letter of credit which expires within a year, but no one was responsible for keeping up with the expiration of the letter. He further explained the letter requires a bond that has no expiration date, and recommended the subdivision ordinance be amended. City Planner David Harris was asked to make this a priority and make recommendations for the amendment.
Sidewalk Status: Mr. Wadley stated he had been contacted by some of the Downtown Association members requesting that conduit be placed in the planters so electricity could be utilized. Mayor Formon and Mr. Wadley both recommended not doing the additional work since Jonesboro is under a federal court deadline to complete the downtown sidewalks, and have already been provided one extension. Mr. Wadley stated the request would delay the work being done.
Joe Mack Campbell - Speed Bumps: Discussion was held regarding the placement of speed bumps at Joe Mack Campbell Park. It was determined that while speed bumps are legal, there is a liability to the city. It was suggested that elevated cross walks be installed that would slow traffic. Committee members requested this matter be referred to the Permanent Traffic Control Review Committee for a recommendation. The Permanent Traffic Control Review Committee was also asked to consider the area behind First Methodist Church located on Poplar at Flint and Main.
DRAINAGE
Limestone Bridge - Ditch 26: When asked about a letter to Mr. Dewayne Winters for condemnation of a drainage easement, temporary easement, permanent easement and crop damage, Mr. Wadley reported it was an on going thing and bills were still coming in. He had reported in the Finance Committee they were preparing a resolution in the amount of $20,575 when they received an additional request for $900.00. He also reported Attorney Frierson had stated they may or may not accept the amount, and the jury may award further funding. He asked that the matter he held since it was a work in progress.
Detention Ponds - Valley Drive & Owens Street and at Nettleton Ave. Mr. Wadley stated he had obtained appraisals for 732 and 734 Valley Drive as well as 611 E. Nettleton. Mr. Hooton also stated he had a resolution requesting a second analysis for all three pieces of property; however it was explained the Public Works Committee had requested only a second analysis for 611 E. Nettleton since it was owned by Councilman Dover. The Public Works Committee had requested the following for 611 E. Nettleton: 1. Acquire an appraisal of the property. 2. List of the alternatives considered by Engineer, Bernie Auld. 3. Independent Engineering review of Mr. Auld’s recommendations. 4. Independent legal opinion of the city’s liability if nothing is done. Mr. Bernie Auld requested they be allowed to submit their information prior to the contract with NRS is negotiated. Councilman Farmer moved, seconded by Councilman Moore recommending to the full Council a resolution, subject to changes, authorizing the Mayor to negotiate with NRS for the 611 E. Nettleton site, and placing it on the May 17th agenda. All voted aye, with the exception of Councilman Dover who abstained from voting.
Worley Property - 1901 Catherine Drive: It was determined that they were waiting on legal descriptions from Mr. Auld. Mr. Auld stated he would provide the legal descriptions next week to Claude Martin who would provide the information to committee members at their next committee meeting.
Engineering Bills: quail Ridge and Catherine Drive: Mr. Martin stated there were three bills that had to be paid, two with BA (Quail Ridge for $5,843.25 & Worley for $7,225.00); and one with Associated for $4,982.50. Mr. Martin explained he was unaware of an engineering contract with BA. Mr. Auld stated it could be attached as part of the bill with Associated Engineering since he was a sub-consultant for Associated. It was also determined fees had been allotted for various hot spots outside the pilot study. Mr. Martin was asked to work out the bills and report back at the next committee meeting.
Professional Services - CTP Project - Flood Plane Mapping: Councilman Farmer moved, seconded by Councilman Moore to appoint Brian Wadley, Alec Farmer, and Claude Martin to serve as a selection committee for the professional services ranking process regarding the CTP Project which is for the flood plane mapping. All voted aye.
Craighead Golf Course - Problem with dust: Councilman Dover was asked to refer a problem regarding excessive dust on the Craighead Golf Course to the Storm Water Compliance Committee.
SANITATION
Change in Landfill Hours of Operation: Councilman Dover moved, seconded by Councilman Moore to change the landfill hours of operation for Saturdays from 8:00 a.m. to 12:00 p.m. effective June 1, 2005, so to correspond with operating hours of Craighead County. All voted aye.
Proposal by Southern Wood Mulch: Mr. Leonard reported they had not received anything from Southern Wood Mulch regarding a proposal to take the City’s yard waste. He stated Sartin’s Services had expressed an interest as well, and would provide details for the next committee meeting.
ADJOURNMENT
With no further business, Councilman Farmer moved, seconded by Councilman Ashley to adjourn. All voted aye.