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Minutes for the Public Services Committee meeting for February 9, 2004.
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Public Services Committee
February 9, 2004 - 3:30 p.m.
Members present: Dave Young, Judy Furr, Ann Williams and Bill Roddy. Members absent: Tim McCall and Cecil Province.
Others present were: Donna Jackson, City Clerk; Jason Wilkie, Parks Director; Brad Welborne, Jeff Owens, Jay Clevenger, Marilyn Copeland, Tina Cook, and Keith Inman, Jonesboro Sun;
MINUTES
Councilwoman Furr moved, seconded by Councilwoman Williams to approve the committee minutes for January 14, 2004 as provided. All voted aye.
COMMITTEE TIME AND APPOINTMENTS
Councilwoman Furr moved, seconded by Councilman Roddy to appoint Ann Williams as the overall chair of the Public Services Committee. All voted aye. Councilman Roddy moved, seconded by Councilwoman Furr to appoint Dave Young as the subcommittee chair over Parks and Cemeteries. All voted aye. Discussion was held regarding a regular meeting time. The decision was made to leave the regular committee meeting time at 3:30 p.m. the second Monday of the month.
ADOPTION OF MASTER PLAN BY CITY COUNCIL
Jason Wilkie, Jay Clevenger, Marilyn Copeland, and Tina Cook presented a long range plan for parks that expands over the next fifteen years. Mr. Wilkie explained he wanted to have the plan adopted by the Jonesboro City Council. Alec Farmer, Chairman of the Finance Committee was present at this portion of the meeting and stated it was the kind of information the Finance Committee is looking for from every department. He questioned how often the plan would be updated. Mr. Clevenger answered saying it was a working document and would be reviewed on an annual basis. Questions were asked regarding the length of plan required for grant applications. Mr. Wilkie explained they only ask for a plan and do not have a specific time line. Mr. Farmer stated the name, “Fifteen Year Master Plan” implies all the projects will be completed in 15 years, and recommended a different name. Several suggestions were made regarding what to call the plan: Project Priority Plan; Parks and Recreation Master Priority Plan; Capital Improvements Master Plan for Parks and Recreation Department. The Advisory members stated they did not care what it is called, so long as they have at least a five year plan to submit for grant purposes. The question was asked what percentage of the plan is funded with grant money and what percentage would be funded with city money. It was explained that past projects averaged out to be 24% city and 76% grants, but with this particular plan, Mr. Wilkie explained there are so many funding avenues that they hope to adopt the plan first and discuss funding later. Councilwoman Furr questioned security. Mr. Wilkie stated he had thought it was included, but had left it out. He explained he would see that it was included in the plan. Councilwoman Furr also questioned the need for liability insurance given the number of high risk activities. Mr. Wilkie stated he had spoken with City Attorney Crego and was told given cities have tort immunity, to take out additional insurance only increases its liability. Councilman Young recommended the need for alternative sources of funding, and suggested the Citizens Committee recommend increments of $5,000,000,000 bond issues and/or funds be allocated from capital improvements. Reviewing the prioritized list, Councilman Young points out that each year for the first five years, over two million in financing is requested, and explained realistically the most the committee can hope for is a $1,000,000,000 a year based on the new council and the new finance committee. Mr. Clevenger responded saying they were interested in first getting the priority list approved, and then they would be glad to work with the City Council to come up with funding alternatives for the first year which begins 2005. The decision was made to allow committee members time to review the priority list of projects and meet back with the Advisory Committee on February 18th at 12:00 noon at the Earl Bell Community Center for further discussion.
CITY STARS BOOSTER CLUB CONTRACT
Mr. Wilkie reported the contract had been amended on page 2, item ‘e’ to read, ”CITY AND JCSBC understand and agree that booster club funds that are held in custody for the booster club by the city shall be administered according to city finance policies and procedures.” At the previous committee meeting, Mr. Wilkie had been asked to make sure the contract was amended to include how the funds would be handled and have the city attorney review the agreement. Mr. Wilkie stated the City Attorney Crego had reviewed the contact and was on board with it. Councilwoman Furr questioned the numbering of the document, specifically Roman Numeral II. Mr. Wilkie stated the outlining system was not working properly, and it was not an error of omission of text. Councilwoman Furr pointed out there were Roman numerals I through V, however there were only 9 sections to the contract, not ten. She explained she wanted to make sure all ten sections of the contract were in place prior to its adoption by the full council. Mr. Wilkie stated he would correct it prior to it being taken to the full council. Councilman Roddy moved, seconded by Councilwoman Williams to recommend a resolution accepting the contract to the full council to be placed on the agenda for February 17, 2004. All voted aye.
CRAIGHEAD FOREST PARK LAKE IMPROVMENTS
Councilman Roddy moved, seconded by Councilwoman Williams to recommend to the Finance Committee an ordinance to allocate $35,000 from Capital Improvements for improvements to Craighead Forest Lake. All voted aye.
WELL AT CRAIGHEAD FORST PARK
Mr. Wilkie explained the bids had expired, but he had contacted the low bidder who informed him the bid was still good. Councilman Roddy moved, seconded by Councilwoman Williams to recommend to the Finance Committee an ordinance to allocate $24, 383.00 from Capital Improvements for improvements to Craighead Forest Park and to accept the bid of Gibson Irrigation. All voted aye.
BIDS ON FENCING AT ALLEN PARK
Councilwoman Furr moved, seconded by Councilman Roddy to accept the low bid meeting bid specifications with Dacus Fence Company for $14,572.50 for fencing at Allen Park. Mr. Wilkie explained it was a 50/50 Parks and Tourism grant match with the city’s portion being $7,500.00 that had already been appropriated. All voted aye.
Mr. Wilkie informed committee members that the low bid for the bridge at Craighead Forest Park was no longer valid due to the volatile prices of steel, so it would have to be rebid.
DEED EXCHANGE OF NORTH MAIN PARK TO CITY WATER AND LIGHT
Mr. Wilkie explained the deed would be contingent on the property reverting back to the City if the well goes out of commission. He also explained Mr. Brian Wadley had recommended a replat, but the surveyor, Terry Bare claims a replat makes future identification of the property more difficult. He stated he would check with the City Attorney tomorrow regarding a replat, and asked the resolution be recommended per the opinion from the City Attorney. Questions had risen regarding the selling of the property when it had been purchased with grant funds. Mr. Wilkie stated the portion being given to City Water and Light did not have playground equipment constructed on it and could be deeded to City Water and Light. Councilman Roddy moved, seconded by Councilwoman Furr to recommend a resolution to the full council for the transfer of the property. All voted aye.
SKATE GRINDLINE PARKS
Councilwoman Furr moved, seconded by Councilwoman Williams to recommend a resolution accepting a contract with Skate Grindline Parks contingent on a letter from Senator Bookout recognizing their contractor’s licenses from either Oregon or Washington. It was explained the State requires contractors to be licensed in the State of Arkansas and the letter would recognize Grindline’s license from Oregon or Washington. All voted aye.
Mr. Wilkie informed committee members of the following:
City Cemetery - He explained St. Bernard’s Hospital has taken an interest in beautifying city cemeteries and has committed to funding a four year plan. It was decided no formal action was necessary since all the funding would be coming from St. Bernard’s.
Volunteer Applications Report & 2004 Program Calendar - Mr. Wilkie stated he will provide an updated volunteer report to Councilwoman Furr and that the 2004 program calendar was available.
With no further business, Councilman Roddy moved, seconded by Councilwoman Furr to adjourn the meeting. All voted aye.