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Minutes for the Public Works Committee meeting on April 5, 2005.
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Public Works Committee Minutes
Tuesday, April 5, 2005
4:30 p.m.
Members Present: Farmer, Ashley, Street, Province, Dover, and Moore.
MINUTES
Councilman Ashley moved, seconded by Councilman Moore to approve the minutes for March 1, 2005. All voted aye. Copies were made available to all in attendance.
HOT SPOT RECOMMENDATIONS
Mr. Bernie Auld provided proposals regarding two separate drainage hot spots in Jonesboro. The two areas discussed were Valley/Owens and Nettleton/Kitchen. Mr. Auld explained in the Valley/Owens area the entire basin (53 acres) drains into one drain. He recommended acquiring two homes located at 732 and 734 Valley Drive for the purpose of creating a detention pond which would provide a 48% reduction in water flow. Mr. Auld provided an accumulative loss projection of $105,000 in the first year and increasing annually with the current conditions. Council members requested an appraisal be obtained for the two homes at Valley Drive. With regard to the second hot spot, located in the area of Nettleton and Kitchen Mr. Auld explained Nettleton had been improved by widening and raising its elevation causing increased damage to the structure located at 611 E. Nettleton, owned by Councilman Dover. He explained this also increases the City’s liability because once it overtops Nettleton there is over land flow to other structures downstream. He provided several options and recommended acquiring the structure at 611 E. Nettleton for the purpose of creating a detention pond. Because the structure at 611 E. Nettleton was owned by a city council member precautions were taken to assure this was the best possible solution to solving the problem. Councilman Moore moved, seconded by Councilman Farmer to take the following action prior to a recommendation being made by the committee: 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. It was explained the City of Jonesboro did two things that proactively created the problem in the Nettleton/Kitchen area. The first being with MATA, consideration was not given to the water drainage to the surrounding areas, only to removing water off Nettleton itself. The second decision was the paving of concrete ditches which caused the water flow to increase.
ORDINANCES AND RESOLUTIONS FOR CONSIDERATION
CCSWDA: Councilman Farmer moved, seconded by Councilman Moore to recommend a resolution to the full council authorizing the execution of a Memorandum of Understanding and Agreement for Capital Contribution Improvements and Debt Incurrence on Craighead County Solid Waste Disposal Authority. All voted aye.
CWODNA: Councilman Ashley moved, seconded by Councilman Dover to recommend a resolution to the full council for the leasing of the old portion of the Huntington Building to
CWODNA. All voted aye.
Close Out of MATA: Councilman Farmer moved, seconded by Councilman Moore to recommend to the full council an ordinance to appropriate $1.2 million dollars from Capital Improvements for the West Nettleton and Matthew Avenue II MATA Projects. It was determined that this would close out the MATA Fund and money could be appropriated as needed for other projects such as Fox Meadow. All voted aye.
Reimbursement of the General Fund: Councilman Farmer moved, seconded by Councilman Ashley to recommend to the full council an ordinance appropriating funds for the reimbursement to the General Fund for Craighead Technology Parkland acquisition. All voted aye.
GENERAL PROPERTY/BUILDINGS/PARKING
Justice Complex: Mr. Wadley announced Mr. Frank Allison would be the consulting engineer for the Justice Complex. He explained Mr. Allison would be evaluating the buildings plans and it would take several weeks before a recommendation could be made. Mr. Wadley requested an extension. Councilman Moore moved, seconded by Councilman Ashley to extend the deadline for 30 days. All voted aye.
Arkansas State Highway & Transportation Department: Councilman Farmer moved, seconded by Councilman Moore to approve corrections for several previous resolutions accepting federal-aid for signalization programs within Jonesboro. It was explained the resolutions had to be redone due to wording being left out by the previous administration of the original resolutions as provided by the Arkansas Highway and Transportation Commission. All voted aye.
3508 Friendly Hope- Sale of Property - Councilman Moore moved, seconded by Councilman Ashley to sell property located at 3508 Friendly Hope for $10,000.00 to Mr. Jon Moore (No relation to Councilman Chris Moore). Mr. Wadley reported the Purchasing Agent, Steve Kent advertised the property for sale with no proposal other than that of Jon Moore. Mr. Wadley stated the property appraised for $13,000.00, with $10,000.00 being 77% of the appraised value. All voted aye.
508 W. Monroe - Mr. Wadley reported there had been two offers to purchase the property, and recommended holding off on a decision until they knew what to do with several city owned buildings. He questioned if they should not remove the structure, which sits on the property since it has not been rented in over a year. It was explained the committee does not determine demolition projects, but since it was city owned property a motion was made. Councilman Moore moved, seconded by Councilman Dover to demolish the structure at 508 W. Monroe. All voted aye.
Landscaping - Parking Lot at Main & Monroe - Mr. Wadley reported he had received a call from the Downtown Association stating they may acquire a State appropriation for this project. Mr. Wadley requested a delay until further notice.
STREET & SIDEWALKS
Annual Bids - Street Department: Councilman Farmer moved, seconded by Councilman Dover to accept the staff recommendation for the following low bids:
2005:20 - Ready Mix Concrete - Low Bidder being Hedger Brothers
2005:22 - Sand & Pit Gravel - Low Bidder being Razor Rock
2005:23 - Crushed Stone - Split Bid between Vulcan and Martin Marietta
2005:24 - Concrete Blocks - Low Bidder being Hedger Brothers
2005:26 - Asphalt - Low Bidder being Atlas Asphalt
2005:27 - Concrete/Metal Pipe/Flood Gates - Split Bid between Contech, Hansen Pipe & Scurlock.
2005:28 - Guardrails - Low Bidder being Southern Guardrails
2005:30 - Glass Beads - Low Bidder being Potter’s Industries
2005:31 - Crack Filler - Low Bidder being Southern Star Materials
Bids for Removal of Permanent Pavement Markings, Tire Recapping, and Oil/Hydraulic Fuel were held for rebid. All voted aye.
Extension Deadline - ADA : It was reported there had been a six month extension for the down town area, but the overall ADA projects have not been extended. The deadline for the overall ADA compliance is October 2007. Mr. Hooton explained they were doing inventory and would propose a plan to the judge.
Change Order # 4 - West Nettleton Ave.: Councilman Farmer moved, seconded by Councilman Moore to accept the staff recommendation for a change order of West Nettleton Ave. in the amount of $25,965.00. All voted aye.
Change Order - Matthews MATA Project - St. Bernard’s at the Cemetery: It was explained St. Bernard’s has a pipe to fill in the ditch down to the culvert north of Kitchen Street which would cover the open ditch in the cemetery The estimated cost to install the pipe as provide by Meadow’s Construction is $46,769.69. The decision was made to hold to allow Mayor Formon time to review the proposal.
Change Order Matthews MATA Project - Marshall Estates & Flint: Councilman Farmer moved, seconded by Councilman Moore to accept the staff recommendation for a change order in the amount of $32,941 at Marshall Estates and Flint Street. All voted aye.
Change Order - MATA North Church Street Hwy 141: It was explained there had been a dispute regarding work preformed by Meadows Construction. Councilman Farmer read from a letter written by Mr. Aubrey Scott dated December 2004 in which it explains Arkansas Highway Transportation had furnished inspections for the Hwy 141 MATA project and it was discovered field conditions were found that were not the same as the design data. The letter further explained corrections were made in order for the work to continue. The letter explained there had been a meeting with Mr. Aubrey Scott, Mayor Brodell, the contractor, the AHTD on site inspector, and AHTD Engineer, Brent Watkins. Mr. Claude Martin and Mr. Teddy Hooton were also in attendance of this meeting. The letter stated the invoice had been approved by Mayor Brodell in the amount of $14,250.00; however Mr. Hooton explained he and Mr. Martin would not approve the invoice because they had not been involved with the project. Mr. Hooton also stated the Highway Department would not approve the change. The decision was made to hold this matter in order for Mayor Formon to research it further. Mr. Wadley questioned what the policy was on how much the Mayor could approve on a change order. Mr. Wadley was instructed to check with the City Attorney for a legal opinion.
Right of Way Proposal - Hwy 63 near Washington Ave. Interchange: Councilman Moore moved, seconded by Councilman Ashley to accept Mayor Formon’s recommendation to donate the right of way to the Highway Department along Washington Ave. for the purposes of the interchange. All voted aye.
Downtown Cross Walks (ramp replacement) & Most Common Practice: Mr. Hooton stated he would provide estimates and information at the next committee meeting for these two items.
Rossland Hills: Mr. Hooton stated he hoped to get letters out this week for the removal of a fence, and get with Harry Hardwick about obtaining the necessary right of way for a drainage ditch.
Lawson Road Extension: It was reported Mr. Yarbrough had pulled his request to address the Jonesboro City Council regarding this matter. Mr. Wadley explained Mr. Yarbrough was in agreement with the proposal because an appraisal was being done to pay for the right of way. He also stated more property would be taken from the church and Mr. Yarbrough had worked out a land swap with the church. Councilman Farmer explained there were some concerns regarding the proximity of the road to the church and future plans for a daycare. Mayor Formon stated in trying to maneuver the Yarbrough and church properties they may have lessened the other end, affecting the Lynch Family.
Kersey Lane: Mr. Hooton explained the County was originally going to do some of the drainage work, but now the City will have to work outside the city limits a ¼ mile in order to connect to a ditch for drainage of Kersey Lane. Mr. Martin explained the cost was not a concern as much as working outside the city limits, and it ties into the Lawson Road project. He also explained they had acquired the signed easement. Councilman Farmer moved, seconded by Councilman Moore to recommend the continuation of the project for drainage at Kersey Lane. All voted aye.
Unfinished Streets: Questions were asked about the status of the following unfinished streets:
Alex Drive - needs 2nd layer of Asphalt
Matt Drive & Briar Drive
Lamb Drive & Justy Lane - never asphalted
City Attorney Crego was previously asked to send out letters of non-compliance, but to date the letters had not been sent.
Stormwater Compliance Committee: It was announced the Stormwater Compliance Committee will meet the second Tuesday of each month at 5:00 p.m. at the Huntington Building. Councilman Farmer stated they would be starting the process for storm water quantity and quality.
Limestone Bridge (Ditch 26): It was explained there was a previous agreement between Mayor Brodell and Mr. Dewayne Winters for condemnation of a drainage easement. Mr. Wadley stated Mr. Charles Frierson was requesting $20,575.00 be paid to the Poinsett Water Shed District for the condemnation. It was explained the property is outside the city limits, but if an agreement was made then the money needed to be paid. Councilman Ashley moved, seconded by Councilman Farmer to approve payment of $20,575.00 to Mr. Dewayne Winters for the condemnation of a drainage easement, temporary easement, and permanent easement and crop damage to his property on Ditch 26 to come from Capital Improvements Fund under Drainage. It was determined that Attorney Crego would draft a resolution and bring it back to the committee next month. All voted aye.
Worley Property - 1901 Catherine Drive: Mr. Wadley reported Mr. Worley had offered to purchase the necessary pipe to enclose the ditch on his property, but his neighbor had declined to do the same. Mr. Martin was asked about the cost estimate for the open ditch, but stated he needed the easements in order to get the appraisal. Mr. Bernie Auld stated they held off on getting the easements, thinking an agreement would be reached. It was explained the committee would like to have a cost comparison for the open ditch as opposed to putting in a culvert, especially since the culvert may not solve the drainage problem.
Approval of three previous contracts with Carter Burgess: Councilman Farmer moved, seconded by Councilman Moore to again approve the following three contracts, some of which had not been signed by the previous administration: Pines Apartments, Owens drainage, and Farm Creek detention pond. All voted aye.
Ridgepoint Intersection: Mr. Martin confirmed the estimated cost for work (round-about) at an intersection located at Ridgepoint would be $10,000.00 and did meet all city specifications. Mr. Martin explained he had contacted the Property Owners Association who stated they could only contribute $3,500.00 for the project. The decision was made previously if the Property Owners Association wanted to pay for it the City would do the work, but if not, it would remain the way it is.
Fair Park & Race: Questions were raised regarding the status of the signalization at Fair Park & Race Streets for an estimated cost of $80,000. It was determined it had been planned for in the 2005 budget. Mr. Hooton was asked to follow up with Mr. Ernie Peters.
SANITATION
Hiring of Backup Driver: Councilman Ashley moved, seconded by Councilman Moore to authorize Sanitation to make a request to the Finance Committee to waive the hiring freeze for a backup driver position. It was explained the position had been allocated in the 2005 budget. All voted aye.
Southern Wood Mulch: Mr. Royce Leonard reported that Southern Wood Mulch would be submitting a proposal to Mayor Formon for handling the city’s bagged yard waste and greenways (brush and limbs). He explained the city would haul to Southern Wood Mulch and furnish one roll off to collect the waste material. Mr. Leonard also explained they were interested in the city’s grinder.
Landfill: Mr. Leonard reported no problems have occurred in the 2nd week of commercial haulers going to the county landfill, and no complaints from private haulers. He stated the consulting engineer was drafting a letter regarding the final closure plan for Mayor Formon, to be submitted to ADEQ.
Commercial Rates: Mr. Leonard reported Ron Shipley had provided information from the Arkansas State Licensing law for commercial contractors, which defines a single residence as one but not more than four units and multi-family housing as five or more units. He provided a list of the current price of dumpsters, the current quarterly dumpster fees for commercial rates, and the pick ups per week. Mr. Leonard recommended defining commercial as five or more units. He explained the City Attorney would need to draft an ordinance without an emergency clause so implementation would be delayed thirty days. Councilman Farmer moved, seconded by Councilman Moore to recommend to the full council the staff recommendation as to the reclassification of commercial apartment units as five or more. All voted aye.
Standard Operating Procedure: It was explained there were several ordinances that would affect the procedure, and Mr. Hooton stated he would get with City Attorney Crego and provide a proposed procedure to the committee.
ADJOURNMENT
Councilman Ashley moved, seconded by Councilman Farmer to adjourn. All voted aye.