City Council - Special Meeting

have January I think we have cor you ready to come to order yes call the meeting to order M far would R please or Miss Lis I'm sorry Baker here Bradley Edens here King here Ry singer here Thompson here see we have a Corum uh with entertain a motion for approval of the agenda so move second second Miss Lisa Baker yes Bradley Edens yes King yes ringer yes Thompson yes Miss Lisa can you read the budget ordinance please be it enacted by the city council of Clarksville state of Arkansas an ordinance to be entitled an ordinance providing for and adopting for the City of Clarksville Arkansas a budget for the 12 months beginning January 1st 2025 and ending December 31st 2025 and appropriating money for each and every item expenditure there in provided for whereas the city council has made a comprehensive study and review of the proposed budget and whereas it is the opinion of the city council that the schedules and Exhibits of financial information prepared and reviewed revealing anticipated revenues and expenditures for the calendar year appear to be as accurate as possible for Budget purposes now therefore be it ordained by the city council of the city of Clarksville Arkansas that this ordinance shall be known as a budget ordinance for the City of Clarksville Arkansas adopted a budget for the 12-month period beginning January 1st 2025 reflecting estimated revenues and expenditures is herein after set forth on the succeeding Pages all revenues here in are estimated and subject to change and all Appropriations are calculated upon available Revenue the respective amounts of funds for each and every item of expenditure classification

herein proposed in the budget for 2025 are hereby approved by the city council of Clarksville Arkansas and are hereby authorized and appropriated for the purpose herein set forth for the county year ending December 31st 2025 okay we open for questions comments discussion one thing we did different for sure is we broke out the Treasures Office completely from City Hall it was combined so I was talking earlier that if you see some differences basic big differences from expenditures in City Hall from last year to this year got to go down and look at the expenses for Treasury and AD them to City Hall and it should should kind of balance out the staff worked really hard on this we went back and forth several times Barbara helped us and we got to where we think it's manageable the other thing revenues is we're taking extra 10% from The stre Improv moving Parks so it was 5% it's now 15 we have to present that to to you in January can you talk about the reason we're doing that Parks needs money we're growing by far and that was legal for us to do that yes sir that's by it's by Council resolution yes sir and that's not for a salary is it no it's just for overall Parts you don't you don't think that the uh the increased re Rue from sales tax off the uh sales tax that we get from the hamburger tax will offset that you don't know I mean it's it's growing we continue to grow but it's not going to be enough to keep up you need you need I think stanle we added what one more person to parks and

then you've got the soccer field to maintain the the bike trails softball fields the base Fields will be ready so when we get the new baseball complex up in the summer you're going to have the new complex plus all the original baseball [Music] fields are you in charge of parks now it will be in January do you think we could get an organization ational structure from you I'll present it in January yeah be good is he going to be in charge of Street as well so when I came in originally in 2019 that position was combined Street and Parks were under one hat okay and you have an assistant Parks director and Jackie and those two will be working together isue more eyes more effort on the parks and more collaboration between the two departments fact he he probably does as much work on Parks as he does streets same same thing for Parks they're very I'm looking for mebi symbiotic very very much like departments is that going to affect the the part the street in case we I mean if we was to have a drainage problem or not if if there's any emergencies going to arise our people going to take care of that emergency what there still our streets are still going to do the street street department will still be doing Street work it's just what he's trying to do is me to be managing both sides and you still got you still got your street Improvement fund plus you're going to bring in about 1.9 million on

top of that is he getting raised to do all that work he is no we built that into Sal Tom did it for the same I wouldn't want to do it for the same well it won't be the same we'll have to make some adjustments yes because he's yeah he can't do that without some kind of incentive so if we how much was it I don't remember what we had I don't know we ever buil it about was it it was built in there in the Sal we had the new scale that we had come up with that had both positions when pal was there yeah but no that's not the salary that's in there now because Tom was doing both at the time right that was a different scale scale you can make an adjustment in January if you need to pass this budget and we'll bring the adjustments in January for his because technically you present a budget in December you know yeah typically you pass January we always pass de can't write a check in January we have we always pass in December y well I didn't realize that was taken out so somehow that we can pass this and and and put that in there with you can do you can adjust the council can adjust

the budget at any point in time so you can pass this down check in January and then January we were doing half out of admin parts and out street is what it's been done in the past I think by law it has to be because half his salary is Parks and half his street which it's broke down half in here now but it's not on that pay scale it's a different pay scale I think it's just as yeah that was one of the questions I had when I saw that they answered that for me my and the plan is you know typically you know statutorily you present a budget in December you have to February to pass one so if we present it in January you have like a 12we period where you can continue it's like a continuing resolution that you continue without adopting a budget however it's better that you do so that your checks are not you know challenged in any way in January there's job descriptions and pay scales that need to be presented to the council to include that one this the new one I think I think W's been working on that so stand I apologize when I send that out you guys you got to critique those and look at them and this other general labor that you have listed here are you wanting to add a new position is that what that we'll ask them they built it Stanley she had a question for you yes when it says

general labor new position are you wanting to add a new another person hiring summer summer help dropping off and bring one more person with everything we have we have maintenance with people we have we don't we can't keep up and that's on the park side not on on street should be a new general position Street should just be on part how much do we pay for summertime help it's about half of what that position would be and you're getting what three months that's just your busy time so you can keep up through the year you shouldn't have to have someone you should be able to keep the maintenance up better with somebody full time that doesn't include Mowing and stuff though each Department's doing that okay it used to be so you're not going to hire somebody extra for mowing we're not for parks and W I don't know what the plan is for other places I think we can take care of the mar we should have to contract somebody the mar and we'll take care of the recycle and everything as far as the other departments I don't I think my question may kind of go along with crystals and looking at some of the uh service fees that we're paying for contracted labor to do that some of those add up to where they just about could add another full-time employee because I mean you and I know that's that's hard to quantify when you've got you know sometime you may have to mow three times a week and sometimes you may only have to mow one time a month I

talked to bar we talk about taking over only $4,000 a year very no no no sir no sir you're completely way off base on this it was $200,000 plus to contract the mo no I'm talking about what they're paying now yeah yeah and we cut that way back and said so it's all started because at some point in time someone assigned all the parking I mean all the mowing to parks and they were just getting run into the ground we put it out for bid those bids come in astronomically high so then I said each department you got your own budget you take care of your mowing fire department takes care of theirs they take care of theirs Parks takes care of theirs and that's what I'm saying they're paying out everybody paying right now for contract they just you wouldn't even touch a contract wouldn't even touch it no what well what I was saying is you know if you got five departments and all spending $5,000 that's $225,000 we could pay another employee oh yeah yeah yeah yeah I'm saying combine it yeah I'm not no no not contract I was going say don't let that $200,000 contract come back absolutely do not I was saying that for what each department because yeah I looked it up and it was Barbara seemed like it was 30 around 30,000 bucks for all yeah yeah and so I mean it begs to the question why why should we why should he have to contract or not contract why should he have to just hire somebody to do the Marvin when as a group we could total those funds up and hire another additional person we got the I mean I mean that's something we need to look forward next year I know the budget's already we've already got it but I mean we we need to take a deep dive into that and see what it cost us you know look at a three or four year average and and you might be able to hire another full-time person and every time we build something you know what

we'll go we'll dig in that between now on the January meeting we'll look at that we'll have some numbers thank you thank you st well I over the past few weeks all the questions that I've had about the budget have been answered so barbar taught me one thing it's not an exact science guess it's guesstimation the best guess you can get nobody knows how much taxes are going to come in next year much we're bring in that's why they call it a dynamic that's why that's the only reason I ever question adding salaries yeah because those don't go away that's a permanent thing that's a permanent thing so that's why I always question if we're going to add a salary if we're going to add a big raise because we are not guaranteed those funds those that's true very true it's not that I don't know we need it I mean I know I did then questions Patrick no comments entertain a motion to spend the rules and place it on the second reading so move second M Miss Lisa Bradley Edens yes King yes ringer yes Thompson yes Baker yes she almost got me did you read by title I called it that we enacted by the city council of Clarksville state of Arkansas an ordinance to be T entitled an ordinance providing for an adop for the City of Clarksville Arkansas a budget for the 12

months beginning January 1st 2025 and ending December 31st 2025 and appropriating money for each and every item of expenditure therein provided for open for discussion questions if not entertain the motion to suspend the rules and place it on its third reading so moved second second Miss Lisa King yes ringer yes Thompson yes Baker yes Bradley Edens yes read by title Please be it enacted by the city council of Clarksville state of Arkansas an ordinance to be entitled an ordinance providing for and adopting for the City of Clarksville Arkansas a B for the 12 months beginning January 1st 2025 and ending December 31st 2025 and appropriating money for each and every item of expenditure their and provided for is there a motion to adopt the ordinance mov second ringer yes Thompson yes Baker yes Edens yes K yes thank you Council next item is going to be the ordinance for waving bidding on the fire alarm system Sorry Miss Lisa can you can you read that please an ordinance to wave the competitive bidding requirements for the purchase of seaman 922 fire alarm panel and evacuation panel whereas the city council of the City of Clarksville Arkansas desires to repair the existing fire alarm system on the multi-purpose building whereas the requirements of competitive building bidding are neither practical nor feasible and whereas the city is authorized and empowered under the provisions of Arkansas code annotated section 14- 58- 303 B1 be to

weigh competitive bidding requirements in situations where such process is Not Practical or feasible and now therefore be it ordained by the city council of the City of Clarksville Arkansas section one the city hereby finds that competitive bidding is neither feasible nor practical in the current circumstance of the purchase of the above referenced fire alarm panel and evacuation panel due to the installation being a time sensitive project the city will receive a credit with J Systems Inc for installing the new larger system through them since the city's existing system is still under warranty any other equipment company try tying into the existing system would void the city's existing warranty and the city needs the same company to monitor the new mpb panel section two under the authority of Arkansas code annotated 14- 58303 b1b the city does hereby wave competitive bidding requirements in connection with the purchase of a fire alarm panel and evacuation panel for the multi-purpose building and Associated installation expenses section three the city hereby approves the expenditure not to exceed $226,000 from se's aquatic maintenance fund and 26,000 general fund payable to J Systems Incorporated section four all ordinances resolutions and parts thereof in Conflict herewith are hereby repealed to extent of such conflict section five emergency Clause this ordinance being necessary to purchase a firewall panel and evacuation panel for the multi-purpose building from J Systems Incorporated because in this instance competitive bidding is neither practical nor feasible and for the effective operation of the City of Clarksville and to Aid in ensuring the public peace health and safety of the citizens of Clarksville an emergency is hereby declared and this ordinance shall become effective immediately upon passage thank you Miss Lisa uh just for the council's uh reflection we we brought this forward

in the last meeting and dedis said that we needed that competitive uh bid ordinance we we built that senatur she approved it and it's attached for your uh for your vote and approval and if you need Chase and chief Weaver's here and Jackie is here to explain what's going on with the fire alarm system if you need that explained again what what is this 51,9 huh that was the new system I thought it was 26,000 oh okay all right npb is part of okay questions not a motion to spin rules and places on the second reading Miss Lisa Thompson yes Baker yes Edens yes King yes ringer yes you read my T please an ordinance to wave the competitive bidding requirements for the purchase of seaman 922 fire alarm panel and evacuation panel one more question does does this include tax it better it's time does it include tax because on this B it says 51940146 [Applause]

2,437 well the ordinance have to be redone ordinance got to be redone okay thank you Council we'll fix that and get it back to you 4 C is allocate funds for expense of the general general election um my understanding is there were some yall correct me if I'm wrong we just there were some miscalculations and typically it's like 5,000 a year and there was uh some miscalculations on what our city expense was and I think those numbers are I haven't gotten back to show yeah yeah you should have she should have came by before the meeting and handed it out so yeah I think what the what we could ask the council to do is approve it up approve it up to that 16,000 so we can pay it this year and then it's not going to be the 16,000 but if we can get the approval from Council to pay up to that amount we'll pay it and then we'll we'll be in good check mayor should it should be resolved next week they're working on it they there's some people down because of the holidays and they have to go back and look and they believe it was just an error that they included Clarksville and not just the City of Clarksville because the past two election sit it's been around5 6,000 I make a motion we approve up to $1,228 70 cents second second Miss Lisa uh Baker yes Edens yes King yes ringer yes Thompson yes thank you Council I'll send you an email with the final numbers when we when we get them

yeah before we get done if you want to um um monal building Morgan Stephen y'all want to come up just talk about this Monro change order just a little bital funds there some requirements in there that require wage decision determination basically what that means the general contractor contract abing by the wage scales for their employees um and we received those back there was an error on one of them that contractor had since then corrected appli correct figures when when when did this what was the timeline of when this took place when did when did this change order start last month month of November says 11224 on his and what was the adjustment for originally it was 33,000 correct yes what why did it reduce to 22,000 kind of stood out expect so so I got it right Van Horn had to adjust for Davis bacon wages Fair labor standards right for for all his employees they he got numbers back they

were inflated so somebody caught it made them adjust it and it caused a delay since mid November at least mid November so had we got the right numbers then this would have been presented back then this like this last meeting and I think part of the reason it wasn't presented in the last meeting is actually wette caught it that it was a change order and all change orders must be brought before the council whether positive or negative so you count as Council you you have to approve this change ERS and so part of the delay was had nothing to do with the city in fact the city was contracted with Van Horn and we were dealing directly with them but part of you know this delay was because we got inflated numbers and and someone caught it and we had to adjust those numbers it went from 33,000 to 22,000 and that's the change of order that's before you and the reason that's there is because we have to we have to pay according to uh federal law each subcontractor has to meet those minimum standards grant funding sorry yeah and as far as the time we were trying to get this done had it to you sooner the contract with the general contractor required pay I believe it's by the 20th so and it's due on the 10th of the following month so everything was being scrambled around to try to get the federal provision Sai as well as pay the process so it would be paid required contract be paid on the anyway yeah we met on the 9th and it was actually payable due to be paid on

Tuesday morning the 10th yeah and and there was a lot of going back and forth you know this right your make it but it got resolved and what you had in front of you now is the correct change order for the the grant minimum wage adjust contract and the reason it wasn't included originally is uh we didn't have the wage determination that's issued by the state so we went ahead when we the project U we knew that would be coming later we told the contract working with the state to Grant people um to get that wage of determination and that is issued by the state at the time of execution prior to work in so they make they make sure they pay their employees the minimum federal wages for for state and the way that works they'll actually go out May employees on the job and and ask what their job title is and how much I make a motion we approve the change request second is there a second Miss Lisa Baker yes Edens yes King yes ringer yes Thompson yes thank you Council uh e is going to be the bid tabs for concrete asphalt and finishing for 2025 uh I think we got lucky I was expecting it to be a lot worse um I wish it was better but it's not pretty much stayed the same yeah pretty much stayed the same that's a miracle so these are asphalting and concrete so we just need and we did bid it out um did

seal bid bidding and we open the when when do you remember when we opened those uh the and essentially I think every bid we got it's in front of you so there was no really no choices they about done with Market Street stop they're done Market Street is done and just on that point there's and Morgan will tell you asphal is six months out and if we were expecting to get it next week and they call us and say we got to come this week and we tell them no it'll be June or July next year before we get that asphalt again so it's not like we take great joy and disrupting people's lives but when we can make a new road better we're going to and do it as best as we can and I know there's some delays out there I've heard a lot of it too and uh but I think they managed as good as they can in spite of the rain and the cold temperatures they got that road done and if you remember when you're coming out from Walmart and headed west it had a dip in it so if you were side by side with one car it would almost throw you into another well all been fixed and so for three years we've heard about how that's a problem we fixed that problem and we did we don't control the timing and we don't say no when we got you know say you let a pothole come up out there and you you get 15 call well yeah some of they grap about one way or the other so well you know the number one complaint I get is about roads that aren't City roads I'm just going everybody knows this uh popular street is not a city street State Highway South Rogers State Highway Taylor Road State Highway Massengill State Highway big danger State Highway we can't touch them with with City dollars it's against the law can't do it not without some kind of legal paperwork and your approval as a council

if you want to allow us to spend those dollars on that we can do that so but I appreciate you bringing that up that just and that just on PO Street that's not that's not com side street right yeah no side street should be good yours is good I your street over there you got the one of the better roads in town ride down yard yeah I'm G send Lind over look at his yard so we just need approval from the council to accept these bids and I'll make the motion to accept the second Miss Lisa Eden yes King yes ringer yes Thompson yes Baker yes have you got an adjusted ordinance no language change you only change the numbers right if the council wants to take that up just need a motion from the council to accept this adjusted I we accept this adjusted all favor say I we have to start over we to start over there it is oh yeah start on I like the way you think that's good all right so we got the correct number in there we need a motion to suspend the rules and place it on it second reading sove second second yes Lisa Edens yes King yes ringer yes yes Baker yes an ordinance to wave the competitive bidding requirements for the purchase of seaman 922 fire alarm panel and evacuation panel motion to suspend the rules in place on this third reading so moved second second M Miss

Lisa Thompson yes Baker yes Eden yes King yes ringer yes an ordinance to wave the competitive bidding requirements for the purchase of Seaman's 922 fire alarm panel and evacuation panel motion to adopt the ordinance much second second Miss Lisa an ordinance to gotta call the RO please oh Edens yes King yeah ringer yes Thompson yes Baker yes an emergency final motion that an emergency exists so moved second I'll second that Miss Lisa Baker yes Edens yes King yes ringer yes Thompson yes it's hectic isn't it you're doing fine you do it fine Barbara just makes it look so easy she's done it for so long I'll slow down and work with I apologize motion for adjournment no move thank you Council merry christrmas Merry Christmas to everyone yeah thank you