The City Council of Monticello, Arkansas met in the council chambers at City Hall on October 15, 2009 at 6:00 p.m. Mayor Joe Rogers, who presided over the meeting, called the meeting to order with the following council members present: Clifton Bond, Sherrie Gillespie, Raymond Hubbard, Al Peer, Beverly Hudson, Carolyn Brown, Tim Chase and Claudia White. City Attorney Bill Daniels, Finance Director Kimberly Fletcher and City Clerk Andrea Chambers were also present.

Mayor Rogers welcomed the visitors and Councilor Bond gave the invocation.

he Chair called for any corrections to the minutes from the regular meeting held Thursday, September 17, 2009. There being no corrections, and upon a motion by Councilor Hubbard, seconded by Councilor Brown, and unanimously accepted, the minutes were approved as written.

The Chair called for any corrections to the minutes from the special called meeting held Friday, October 02, 2009. Councilor Chase wanted to know if the new bridge for Western Pines Park would be one or two lane and Mayor Rogers responded that it would be a two-lane bridge. There being no corrections, and upon a motion by Councilor Hubbard, seconded by Councilor Peer, and unanimously accepted, the minutes were approved as written.

Susan Sharp Smith was present to voice her concerns about the location of the new Fire Department. Before starting her comments, she first wanted to thank the City of Monticello for their tireless efforts during the May tornado to restore the city back to normal and to personally thank Mayor Rogers for his efforts. Ms. Smith voiced several reasons for selecting another site for the new Fire Department than the old W.C. Whaley site. She stated that it would be an insult to homeowners in the area. Ms. Smith was also concerned with the preservation of trees at the site and stated that the new structure should be of the same architectural design of the neighborhood.

Finance Report – Finance Director Kimberly Fletcher:
   Operating Budget

• For month of August we are at 75% of budget
• Garbage truck was purchased and paid for, the engine and chassis is being destroyed on the old truck to receive the grant funding for the new truck
• Dump trailer was purchased for $7,500.00 for Solid Waste
• Sales Tax budget 2009 receipts are down $2,800.00 from the same month for 2008 compared to last January 2008, receipts were up $15,800 for year to date
• MEDC received the grant money for Hood Packaging
• Budget work for 2010 has begun

Executive Director Glenda Nichols gave the Chamber of Commerce report.

• Weevil Welcome went well, twenty-one businesses donated door prizes and twenty-two donated food and beverages
• `Paint the Town Green` for the UAM Homecoming Parade is starting. The parade will be October 22nd
• Christmas Parade will be held December 1st and the Santa Train will be available for rides once again
• Held ribbon cuttings for two new businesses

Executive Director Truman Hamilton gave the MEDC report.

• Ridgeway project is on schedule for $5.4 million anticipated costs
• Drew Memorial Hospital is spending $4 million for expansions
• Grant for garbage truck that required the destruction of the motor and chassis was a 25% grant to help reduce diesel emissions and pollution
• Applied for GIF fund grant to expand Fire Station #2 to house the ladder truck

Councilor Hubbard, seconded by Councilor Hudson, moved to allow the Airport Commission permission to apply for a grant for the Fixed Base Operations office. Benji Ryburn was present to explain the purpose of the grants. This will enable the airport to construct a conference room, flight planning area and a pilot room with a 90/10 grant, up to $100,000.00. After discussion, the Chair put the question and the following councilors voted "yes": Clifton Bond, Sherrie Gillespie, Raymond Hubbard, Al Peer, Beverly Hudson, Carolyn Brown, Tim Chase and Claudia White. The Chair declared said motion unanimously accepted.

Councilor Hudson, seconded by Councilor Brown, moved to allow the Airport Commission permission to apply for a grant for a CAP hanger. The grant will allow an additional hanger to be built along with an office with kitchen and conference room. Public functions could be held in the building and emergency services if needed. Captain Betty Evans was present to inform the council on the many benefits and services that the Civil Air Patrol offers. Captain Evans stated that they can provide a terrific organization for young people to become involved in that builds character and gives the youth an opportunity to stay busy and out of trouble. The cadets receive a `jumpstart` in society to encourage them to become better citizens. The Civil Air Patrol performs emergency services to help with downed airplanes and 90% of inland search and rescue missions. After discussion, the Chair put the question and the following councilors voted "yes": Clifton Bond, Sherrie Gillespie, Raymond Hubbard, Al Peer, Beverly Hudson, Carolyn Brown, Tim Chase and Claudia White. The Chair declared said motion unanimously accepted.

Councilor Hudson stated her concern about the state of abandoned houses and buildings in the town. Councilor Hudson wanted to open a discussion on a solution for cleaning up the city and removing the nuisance buildings. Truman Hamilton informed the council that the city has to condemn the buildings and then the city can clean up the site after the owner has been given adequate notice. One drawback, Mr. Hamilton stated, is that ADEQ now requires asbestos studies before a building can be torn down. This study costs at least $300.00 and up to $2,000.00 and then a qualified asbestos handler has to be hired if asbestos is found to destroy and remove the hazardous material. In the past, previous efforts by Ann Goad resulted in about 50 to 70 locations that were successful in improving the conditions of the property. Benji Ryburn informed the council that 20 for the Future is willing to donate $2,500.00 to help with any associated costs to clean up the city. If the city has to fund any part of cleaning up a property, then a lien can be filed against the property, then when and if taxes are paid, the city could receive some of the costs back. City Attorney Bill Daniels stated that cleaning up the city will cost and that not all funds will be paid back from landowners, the city could end up with a lot of expense. Several landowners can not be found and/or they don’t have the resources to clean up or pay someone else to clean up their property. Mr. Ryburn stated that Little Rock has $125,000.00 in their yearly budget to fund this clean-up effort. Councilor Gillespie stated that Ward 1 is making efforts to clean-up their ward already and they are making progress. Councilor Chase wanted to know what the costs would be and Mr. Daniels stated that there was no way to know, it is basically an open-ended deal that could costs in the thousands per location, if the city has to step in and take over the clean up process. Councilor Hudson, seconded by Councilor Brown moved to take appropriate actions to enforce the ordinance of condemning properties as brought forth by MEDC. After discussion, the Chair put the question and the following councilors voted "yes": Clifton Bond, Sherrie Gillespie, Raymond Hubbard, Al Peer, Beverly Hudson, Carolyn Brown, Tim Chase and Claudia White. The Chair declared said motion unanimously accepted.

Mayor Rogers informed the council that the residents of North Gate Subdivision would like to dedicate the northern section of Rebecca Circle to the city. City Engineer Tony Beard stated that there is no base under that street at all. This street will be a problem from now on, if the city accepts it. The developer removed the grass and poured 2" of asphalt over the clay. Councilor Hudson wanted to know what type of inspections the city performs to make sure that the developers build the streets to city specifications and Mr. Beard responded that they are not inspected at all. Councilor Gillespie asked if the developer would be responsible to bring the street to city specifications and Mr. Beard said no because the developer has filed bankruptcy. Mayor Rogers stated that the city needs to develop a policy with set guidelines and go forward from now. Glenda Nichols informed the council that there are several streets in town that are not city streets, they don’t have to be dedicated but once the city accepts it, then the city has to maintain the street. Mayor Rogers stated that if we accept this street, then we need to accept all streets. Councilor Brown asked if we could repair the street and Bill Daniels responded that if the city patches the street, then that means the city accepts the street. Mr. Daniels stated that the city needs to look at University Heights, the streets in that subdivision are not built to specifications either. Councilor Chase, seconded by Councilor White, made a motion to form a committee to obtain and establish guidelines for future developments and to make decisions about previous developments that do no meet the specifications. The committee is set to meet November 3rd, 2009 at the conclusion of the fire committee meeting that is set for the same date at 6:00 p.m.

Councilor Chase, seconded by Councilor White, moved to suspend the rules requiring a resolution to be read in full. After discussion, the Chair put the question and the following councilors voted "yes": Clifton Bond, Sherrie Gillespie, Raymond Hubbard, Al Peer, Beverly Hudson, Carolyn Brown, Tim Chase and Claudia White. The Chair declared said motion unanimously accepted.

Councilor Hubbard introduced the following proposed resolution which the City Attorney read the title distinctly and aloud in the hearing of the council as follows:

A RESOLUTION LEVYING ANNUAL
AD VALOREM TAXES.

Councilor Hubbard, seconded by Councilor Hudson, moved to approve said resolution. After discussion, the Chair put the question and the following councilors voted "yes": Clifton Bond, Sherrie Gillespie, Raymond Hubbard, Al Peer, Beverly Hudson, Carolyn Brown, Tim Chase and Claudia White. The Chair declared said motion unanimously accepted; the same approved as No. 9-23.

Councilor Chase, seconded by Councilor Peer, moved to suspend the rules requiring a resolution to be read in full. After discussion, the Chair put the question and the following councilors voted "yes": Clifton Bond, Sherrie Gillespie, Raymond Hubbard, Al Peer, Beverly Hudson, Carolyn Brown, Tim Chase and Claudia White. The Chair declared said motion unanimously accepted.

Councilor Gillespie introduced the following proposed resolution which the City Attorney read the title distinctly and aloud in the hearing of the council as follows:

A RESOLUTION REVISING AND AMENDING THE
CITY OF MONTICELLO PERSONNEL POLICY
RESOLUTION OF 1977; AND FOR OTHER PURPOSES.

Councilor Gillespie, seconded by Councilor Peer, moved to approve said resolution. After discussion, the Chair put the question and the following councilors voted "yes": Clifton Bond, Sherrie Gillespie, Raymond Hubbard, Al Peer, Beverly Hudson, Carolyn Brown, Tim Chase and Claudia White. The Chair declared said motion unanimously accepted; the same approved as No. 9-24.

Councilor Chase, seconded by Councilor Gillespie, moved to form a committee to discuss specifications for bidding contracts for economic development and youth activities. Mayor Rogers said that it was time to look at this as a council to obtain the council`s input for future contracts. After discussion, the Chair put the question and the following councilors voted "yes": Clifton Bond, Sherrie Gillespie, Raymond Hubbard, Al Peer, Beverly Hudson, Carolyn Brown, Tim Chase and Claudia White. The Chair declared said motion unanimously accepted.

Mayor`s Report

On September 16th, Mayor Rogers attended an Intermodal meeting in Warren. Mayor Rogers met with FEMA for the close-out meeting on September 18th. Mayor Rogers attended Weevil Welcome on September 29th. The Fire Committee Meetings were held September 21st, October 2nd, and October 13th. On October 8th, Mayor Rogers attended a meeting with SEADD in Lake Village. Mayor Rogers met with Kathryn Collier of the Drew County Housing Authority on October 12th.

In addition:

• Repaired water leaks on South Edwards Street, East Willis Street, North Speer Street, Burlington Field, North Hyatt Street, West Gaines Street, Hwy 278 East, McCloy Pool, Circle Acres, Wilson Lane, Sunset Village, East Wood Street, East Watts Street, East Bolling Street, Center Street and West Pope Street
• Worked on sewer on North Hyatt Street,
• Bush hogged East Trotter Street, Sports Complex, Guthrie Street and West Jackson Street
• Set up for Weevil Welcome
• Patched Edgewood Street, Patton Street, Hyatt Street, Jefferson Street, Mill Street, Jackson Street, Jefferson Street, Ross Street, East Oakland Street, Shelton Street, Gabbert Street, East Bolling South Edwards Street, East Wood Street, Ragland, Henley Street, Old Troy Road and South Maple Street
• Repaired fence in Oakland Cemetery
• Worked on lake road
• Picked up trash on Scott Street and Old Warren Road
• Made 2” meter tap at Drew Central
• Cleaned ditch at Shelton Street, East Jackson Street, Ray Drive, Barkada Road and East Trotter Street and culverts throughout the city
• Trimmed limbs around square and on Guthrie Street, Mill Street and Jackson Street and cut pine tree in McCloy Park
• Installed water meter and back flow valve at the warehouse and at the west pond
• Replaced sidewalk on East Shelton Street
• Mowed the square
• Repaired red lights
• Measured manhole rings and lids for overlayv
• Placed dirt in Jordan Pool
• Dug ditch at Mason Hill, East Jackson Street, Cash Street and Bowser Road,
• Cleaned brush at Transfer Station
• Repaired cable on flag pole at Walgreen’s

All business having been discussed, and upon a motion by Councilor Bond the meeting was adjourned.