CITY COUNCIL OF FAIRFIELD BAYAgenda February 12, 2018

• Call to Order:

• Prayer

• Pledge of Allegiance

• Roll Call

• Approved Minutes

• Financial Report:

• Reports:• Police• Dispatch• Fire• EMS• Animal Shelter• Public Works• Planning and Zoning• Emergency Management• City Campground & Park

• Community Education Center

• Economic Development

• Advertising and Promotions

• Building Official

• Center Management

• Unfinished Business

• Grants in progress

• New and continuing Business

• Senior Center Generator Resolution

• White River Planning and Development District Generator Grant Administration Resolution

• Conference Center HVAC Resolution

• Historic District Ordinance

• Approval to submit Arkansas Parks and Tourism Festival Advertising Grant request

• Mayor’s Report

Treasurer’s Report

• Sold $25K option on the Cleta Davis property at hotel closing

• Semi-annual pumper truck bond payment made

• General account balances continue to creep up

AccountBalances

Beginning Bank balance

Change in balance Account Balance1/31/2018

General 112,233.12 13,257.00 98,976.12

General – Money MKT

5,759.04 -0.39 5,759.43

SubtotalGeneral

104,735.55

Emergency Relief 1411.52 109.60 1,301.92

Rescue 30,753.50 19,865.58 10,887.92

Rescue –MoneyMKT

76,208.84 9,991.62 66,217.22

Subtotal Rescue 77,105.14

Reconciliations for January, 2018

Reconciliations for January, 2018Account Balances Beginning Bank

balanceChange in Balance

Account Balance1/31/2018

Street 63,065.08 2,863.00 60,202.08

Street – Money MKT 99,035.97 -10.93 99,046.90

Subtotal Street 159,248.98

Fire Department 36,985.44 7,001.32 29,984.12

Fire – Money MKT 173.33 0.00 173.33

Fire- Act 833 21,022.45 21,000.00 22.45

Fire Sales and Use tax 52,997.00 52,612.60 384.40

Subtotal Fire 30,564.30

A & P Commission 4205.05 100.00 4,105.05

Reconciliations for January, 2018

Account Balances Beginning Bank Balance

Change in Balance Account Balance1/31/2018

Franchise Fee Revenue

17,371.29 -10,185.75 27,557.04

Bond Construction 384,676.20 152.57 384,523.63

Bond Fund Checking

1.00 0.00 1.00

2015 Street Bond financial status

• Authorized bond issue- $2,500,000

• Initial bond sale of $1,980,000- $1,900,000 outstanding

• 2015 expenditures- $1,492,262

• Edward Jones fees- $34,730

• Simmons first year fees- $2,500

• Bond Attorney fees- $22,500

• One year reserve set aside- $122,170

• Atlas Asphalt- $771,592

• Van Buren County- $474,466

• Anderson Striping- $32,352

• Bobby Morris (consultant)- $31,952

2015 Street Bond financial status

• 2016 expenditures- $208,017

• Road resurfacing- $140,932

• Anderson striping- $61,993

• Bobby Morris (Consultant)- $5,092

• 2017 expenditures- $179,684

• $90,730 for paving (Pine Knot and Cherokee)

• Anderson striping- $14,802

• Bobby Morris (Consultant)- $4,542

• Noacon Osage Point Drive- $64,610 (92.3% complete)

• Paul Freudenberg (Mall parking lot option)- $5,000

• Residual for 2017/2018- $101,277

2016 and 2017 Bond Status• 2016 Fire Department Sales Tax Bond- $800,000.00 authorized

• $745,000 issued and bought by First Security Bank• Funds expended on three pumper trucks and accessories• Semi annual payments

• 2017 Parking and infrastructure Franchise Fee Revenue Bond- $600,000 authorized• $525,000 issued and bought by Regions Bank• $9,000 paid for bond attorney fees• $13,125 paid to Stephens for investment banking services• $502,875 deposited in City of Fairfield Bay Bond Construction Fund on October 24, 2017• $40,000 for purchase of parking lot across street from Conference Center• $44,934 for resurfacing parking lots across street and in front and west side of conference center• $1,212 for restriping of conference center lots• $1,411 for paving of recycle center lot• $4,625 for paving of Fire Station 2 drive• $218 printing at Greers Ferry for receipt books for bond accounts• $690 to Roberson Survey for land survey• $25,000 paid to Cleta Davis for option on 22 acres north of conference center (potential additional

parking if needed)• Current balance $384,676

Police Dept / Stats January 2018

• Accomplishments We have applied for a grant for Domestic Violence, Sexual

Assault, Stalking, and Dating Violence. The grant is for $381 k and has no match. It will be late summer before any awards are announced.

We have met with some of the local churches on active shooter security. It was very informative and some great ideas were developed.

We have established a partnership with the Stone County Abuse Prevention shelter house. We did not have ANY local shelter house that we could use for victims of sexual assault or domestic violence.

Plans We are planning for our spring Bicycle Safety Program. We

have already received some commitments to help us and are looking forward to this year’s program.

We will continue to look at different grants and foundations that may help supply equipment and/or training assistance.

Our next drug-takeback is scheduled for Saturday, April 28, 2018. We should have signs to start putting out at some businesses soon.

FFB Police Dept. Stats January 2018Number of Calls Jan Dec Nov Oct Sept Aug

Arrests 3 7 7 10 7 8

Citations 19 18 28 20 33 34

Traffic Stops 54 60 57 75 93 94

Disturbance Calls 12 22 21 28 22 22

Alarm Calls 6 12 7 5 7 7

Accidents 11 4 4 7 4 4

Rescue Calls 27 30 26 30 32 33

Public Service Calls 161 182 187 195 229 188

Theft of Property Cases 3 2 4 4 5 4

Agency Assist 9 15 13 12 7 12

Miles Driven 5653 5529 5530 6849 7312 5024

Dispatch Status

• Accomplishments• Total calls for January were 745 with 566 actual emergency calls

and 179 non emergency (hang up, abandoned, info, etc.). These totals do not include the calls taken from our house lines.

• Our continuing education classes through APCO (Association of Public-Safety Communication Officials) for Jan/Feb are Analog vsDigital Transmissions and The Effects of Bullying and Negativity in the Communications Center.

• We all got an award for Dedicated Service during the 10th Annual First Responder dinner and Eric and Aubrey also go a

• Plans• Continuing to update our EMD program and our SOG’s. • Mandatory update of our 911 equipment.

• Issues• Radio Consoles have been acting up with the required new

update.• The County not having enough ambulances.

Dispatch Call Count Data

0

200

400

600

800

1000

1200

2015

2016

2017

2018

Total of All calls that are logged in the 911 system for this year: 745

TOTAL CALLS 2017 WITHOUT SHIRLEY AND DAMASCUS CITY LIMIT NUMBERS

NON-EMERGENCY,

1717, 20%OTHER

COUNTIES, 319, 4%

FAIRFIELD BAY, 1324,

15%

CLINTON, 1207, 14%

COUNTY, 3230, 37%

HOSP TRANSFERS,

918, 10%

TOTAL CALLS 8715

NON-EMERGENCY

OTHER COUNTIES

FAIRFIELD BAY

CLINTON

COUNTY

HOSP TRANSFERS

Fire Department Status

• Accomplishments• We had 21 calls for the month of January 2018.

• 1 accident w/ injury, 2 assists to PD, 2 helicopter landings, 3 brush fires, 4 assists to EMS, 5 structure fires, 1 water leak, 1 assist to Choctaw, 1 assist to Shirley and 1 good intent call.

• Training this month was use and handling of salvage equipment

• Complete the annual report for 2017 to the National Fire Incident Reporting System (required to be eligible for grants)

Fire Department Status

Plans

• Continue special training for new FD personnel

• Activate the new Parade Engine

• Complete FEMA Assistance to Firefighters grant application

• Plan full scale drill for simulated fire at Mountain Ridge Timeshares in later March

Issues

• Space at the Public Safety Building.

• Long term funding of capital items.

FAIRFIELD BAY EMS January 2018• Accomplishments

• A very calm January with only 46 calls

• Average response time remains below state levels at 4.93 minutes

• Article in the Lake Area Weekly reminding residents to consider an air

ambulance membership

• MedicOne invited our EMT’s to a 40 hour refresher course

• Will Griffin and I have been asked to speak at the Transition Summit held at

the Rockefeller Institute in Petit Jean State Park regarding our Fairfield Bay

EMT training site. Representatives from all three Van Buren County Schools,

Arkansas Rehabilitation, and members of the Arkansas Transition team will

be attending.

• Training this month was Pediatric CPR, LUCAS, and AED

• Recruited 3 new second medicals and 2 new drivers. All from our Facebook

Page, which now has 730 likes

• Held first meeting to discuss the long term improvement plan for the DPS

building

• Passed the Arkansas Department of Health Inspection for 2018

FAIRFIELD BAY EMS January 2018• Plans

• First Responder Class will be held March 2nd, 3rd, 4th, 9th, 10th and 11th

• Computer Lab for our EMT students and all team members

• Three EMT’s will be attending the First Responder Conference in Eureka

• I will be attending training to become Certified Ambulance Documentation Specialist

• Will is attending the Handtevy Pre-Hospital Pediatric Provider Course in April

• Our Annual Awards Banquet will be held on April 14th at the FFB Conference Center

• Painting the Interior of DPS in March

• Issues

• Working with MedicOne on coverage issues, still only have 2 ALS ambulance in the county

• MedicOne working on locating a station in the Fairfield Bay/Shirley coverage area

• We are back to covering 24 hour shifts to keep Fairfield Bay covered and to keep response times down

• Building up our funds!!

Monthly Run Recap

DescriptionJanuary

2018 Totals 2018Emergency Runs 40 40Non - Emergency Runs 6 6

Total Runs 46 46

Both Ambulances Dispatched 8 8

Assist to ALS 4 4Assist from ALS 1 1

Average Response Time (minutes) 4.93 4.93

To OHMC 18 18To Baptist Heber 4 4

To Baptist Health Conway 1 1

To Conway Regional 2 2

To Arkansas Children’s Hospital 1 1

0

100

200

300

400

500

600

700

800

900

FAIRFIELD BAY EMS YTD RUNS

2016 YTD

2017 YTD

2018 YTD

City Animal Shelter

• Accomplishments

• Had Heat fixed in Kennel Room

• New software is keeping track of animals and adoptions

• Aspca Grant has been used and report submitted.

• New Uniforms/Utility belts for ACOs.

• Acos now Carry bite/break sticks for animals.

• Plans

• Quarantine will shut down for renovations.

• Have new Camera System Installed

• Speaking at Rotary club in February, requested by APL

• Applied for “partnership assistance grant” through Northshore, which will help with Rescue/Adoption Events.

Received ACO Canine 3

Received ACO Feline 6

Received Non-ACO Canine 0

Received Non-ACO Feline 0

Adopted Canine 3

Adopted Feline 1

PetSmart Feline 0

Rescue Group Canine/Feline 0

Euthanasia Canine 0

Euthanasia Feline 0

Claimed Canine 1

Claimed Feline 0

Died Canine 0

Died Feline 0

Totals at Shelter

Canine 6

Feline 7

(end of 12/17: 6 dogs & 3 cats) January 2018 Shelter Totals

Public Works

• 2018 Plan• Request for bids being published for Modified Aggregate Quick Set roads

resurfacing for Dave Creek Parkway from West Cliff to the lake and Lazy Oak Drive- March 6th bid opening

• Lost Creek Parkway did not get funded in the January State Aid Grant awards. We were number 95 and they funded 91 projects. We are now number 4 and will push for an award at the June meeting of this group

• Parking areas around the hotel to be done as part of that construction project

• Club is initiating crack sealing on other roads

• Joint Club/City team meeting to continually assess needs and resources

Planning and Zoning

• Met on Febraury 6th

• Approved establishment of the Fairfield Bay Heritage District Area to include the existing log cabin, museum, cave, and adjacent trails

• Approved replat of property on Suncrest to combine two lots (Chelsea Glade, Block 12, Lots 9 and 10 into Lot 10R)

City Campground and ParksFeb. 2018 Status

• Accomplishments

• Shower house in A section will be closed till April.

• Twelve, sixteen foot trailer loads of limbs have been hauled out of Campground.

• Two trash containers have been fabricated for Sunset Park and be installed in Feb.

• Clearing out limbs and underbrush at Rambling Cove Trail.

• Plans

• Rebuild two bench’s at sunset Park by the end of Feb.

• Continue Leaf and limb clearing at campground.

Community Education CenterFebruary 12, 2018

• ACCOMPLISHMENTS

• FFB Historic District Commission• Elected Officers• Created and submitted Report to FFB Planning Commission and the Arkansas Historic Preservation

Program (AHPP) Office recommending Historic District• Created Ordinance Establishing Procedures for the Protection and Preservation of the Character of

and Properties within the Historic District • Held public hearing for the Ordinance and the Historic District – Heritage Center• Presented Ordinance to the City Council• Prepared Final Report recommending creating the Historic District – Heritage Center

• FFB Historic Preservation Officer• Submitted Letter of Intent to apply for AHPP grants – based on response will proceed with 2 grant

request projects• Reviewed Heritage Center map and boundary with the Planning Commission, received approval to

proceed

Community Education CenterFebruary 12, 2018PLANS

• City council enacts ordinance for designation/preservation of historic district

• Commission presents final report recommendation to city council during public hearing on February 12

• City council votes to accept/reject recommendation

• City of FFB petitions the Arkansas Historic Preservation Office/National Park Service for recognition as a Certified Local Government

• Apply for Arkansas Historic Preservation Program grant funding for Spring 2018 Symposium and Training

Community Education CenterFebruary 12, 2018

PLANS• Sterling Scholars Speakers

• February 14 – Catherine Barrier, Arkansas Historic Preservation Program Office

• March 7 – William Wording, Native American Flute Musician• April 4 - TBD• May 2 – Ruth Andre – Master Gardner – Creating Butterfly Friendly

Landscapes• Potential speakers – University of Arkansas Anthropology Museum

Curator, the Cherokee Ethnology and Heirloom Seed Banks Master Gardener

• Presentation on March 28th by Dr. Swift on Fairfield Bay’s Edgemont Shelter on statewide agenda for March Archaeology Month

• Create Fall 2018 classes for Cobblestone Hotel guests• Contact instructors for spring class schedules

• Painting with Jim, French II, AARP Safe Driving classes scheduled

ISSUES

• None

2018

Monthly

Activity

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov

Dec

classes 4

participants 6

admin

fee/donations

$0

tuition $240

gross receipts $240

2017 Monthly

Activity

Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

classes 6 8 13 17 10 13 11 9 11 8

participants 25 41 85 73 55 63 42 21 66 43

Admin fee/donations

$140 $105 $250 $70 $35 $0 $315 $35 $35 $35

tuition $850 $1,370 $630 $1,250 $1,270 $1,647 $1,032 $820 $460 $882

Gross receipts $990 $1,475 $880 $1,320 $1,305 $1,647 $1,347 $855 $495 $917

Economic Development

• In case you didn’t know it- we have a hotel coming!

• Tiny Homes still on track for an April start

• County wide wet/dry election petition effort shooting to be on 2020 ballot. Still working details. Expensive proposition

• Meeting with Ms. Elizabeth Bowles, President and Chief Executive Officer of Aristotle, an internet service provider. Ms. Bowles was also appointed as Chairperson of the Federal Communication Commission’s Broadband Deployment Advisory Committee

• Meeting with Lynn McCallister, Hyperleap Broadband Development Group

Let the construction begin!

260000

280000

300000

320000

340000

360000

380000

2008 2009 2010 2011 2012 2013 2014 2015 2016 2017

Sales Tax (1.5% of taxable sales)

2017 was another banner year for Fairfield Bay- Since investing in the professional marketing of the amenities of Fairfield Bay and reopening the Conference Center, taxable sales have increased from $19,007,866 in 2012 to $24,586,200 in 2017. Great evidence of the wisdom of the Community Club boards and the City Council in making wise investments and having successful strategies and tactics for growing Fairfield Bay. The future is bright!

40

60

80

100

120

140

160

2011 2012 2013 2014 2015 2016 2017

Fairfield Bay Real Estate SalesNumber of units (homes and condos)

In 2017 real estate sales of existing homes and condos hit 149 units. Total sales were $12,017,271. Additionally, new homes starts were at their highest level in 17 years.

Number of dwellings in Fairfield Bay

• Analysis done by Jackie Bentley of Community Club• Single Family Homes = 1286

• Condos = 422

• Villas = 47

• Townhomes = 20

• Time Share = 217

• Total dwellings 1,992

A & P Commission

• Voted to use 2 designs on recycling bins which will be paid for by recycling grant

• A&P has established a separate bank account with balance of $4000

• Reviewed FFB economic indicators increase in sales tax and sales of real estate units

• Reviewed information obtained from Community Club Marketing meeting

A & P continued

• Reviewed information obtained at Uncommon Communities Meeting for Van Buren County

• Discussion of Parks and Tourism Festival advertising Grant – decided on Bloomin’/Blues/BBQ (2019) because hotel will be open

• Voted to buy advertising in Shirley and Westside Yearbooks

A & P continued

• Handed out Statement of Financial Interest Forms for members to fill out

• Discussed activities to prepare for hotel• Work with Community Club and Chamber to proof and update printed

information

• Locate the best map of FFB points of Interest

• Initiate contact with Cobblestone Hotels

• Create flyer with map to include website, phone number and phys address for POI in FFB

• Approval to replace Bob Zaijor with Ramon Hernandez

DEPARTMENT OF BUILDING SAFETY• ACCOMPLISHMENTS

• Hot water heater replaced at DPS.• Repairing of ground lighting at Mt. Ranch Entrance will begin on Thursday

the Feb. 8th and should have some lighting back on by Friday the 9th. Total repair by done by Tuesday 13th.

• PLANS:• Remodel dog quarantine should start first week in March and will take

Approx. Two weeks.• HVAC re-certification class in Heber Springs Feb. 15• State of Arkansas Code Enforcement Organization meeting March 28th in

Little Rock.• Plumbing re-certification on Aug. 9th in Bryant.

• ISSUES:

Fairfield Bay Conference CenterJanuary

• Events – o

• Lodging - 2

• Conferences - 1

• Theater - 0

• Meetings - 3

• Staff Hours - 456

• Volunteer Hours – 83

February 2018 Scheduled

• Events – 0

• Lodging - 0

• Conferences - 0

• Theater - 0

• Meetings – 1

Fairfield Bay Conference CenterGratis Usage*

•Special Olympics $ 150.00•Our Town Productions $ 200.00•Total - $ 350.00

*Does not include labor

Fairfield Bay Conference Center

Scheduled Remainder 2018

• Events – 8

• Lodging – 670

• Conferences - 6

• Theater – 8

• Meetings - 0

Scheduled 2019

• Events - 3

• Lodging - 0

• Conferences - 1

• Theater - 0

• Meetings - 0

Fairfield Bay Conference Center

Focus

• Conferences

• Work with meeting planners

• Other Revenue Streams• Weddings• Meetings• Seminars

• Support Hotel Development

• Develop New Web Page

• Always Positive

Needs

• Hotel

HALLELUJAH

GRANTS IN PROGRESS• Won the COPS grant- Quarterly billing

• Lost Pickle Ball/Bocce Ball Grant- Dave Foster pursuing Blue and You Grant.

• Lost Creek Parkway State Aid Grant request- $250K- June 2018 consideration

• Won TAP grant to add sidewalk from Chelsea Condos to Chelsea Drive along Dave Creek Parkway and from Crossover to Indian Rock Village main entrance. Attended kickoff meeting in Little Rock. Lots of red tape. Total project cost @ $61,375. 80/20 amount total at $53,375 ($42,700 from ARDOT, $10,675 City) plus engineering and surveying at $8,000.

• Won $5K (75/25) grant for Recycle Education Center parking lot paving and for glass path development from center to recycle building. Paving done. Work on path completed. Scope done with a little over $2K left. Requesting change order to allow us to purchase commercial shredder.

• Won $1.5 ASPCA grant for enhancements to address shelter needs for operations during an emergency (tornado, ice storm, etc.)- Final closeout documents submitted

GRANTS IN PROGRESS

• Chief Burnett pursuing $381K multiyear grant for police department- addresses Domestic Violence, Sexual Assault, Stalking, and Dating Violence

• Requesting $49,450 grant from AEDC General Assistance Program to fund a new generator for the Senior Center

• Conference Center- will request a $12,711 grant with an equal amount from the city ($25,423 total project) for kitchen heat and air through rural services

• WiFi- need to begin prep work to define content for future grant and identify funding sources

• Fire Department has submitted a $157K Assistance to Firefighters Grant for Self Contained Breathing Apparatus’s (SCBA’s)

• Submitting a Festivals Advertising grant request $2,000 grant, $1,000 match for 2019 Bloomin’ in the Bay

• Considering applying for a Recreational Trail Grant for a trail to the cave

Number of dwellings in Fairfield Bay

• Analysis done by Jackie Bentley of Community Club• Single Family Homes = 1286

• Condos = 422

• Villas = 47

• Townhomes = 20

• Time Share = 217

• Total dwellings 1,992

New and Continuing Business• Senior Center Generator Resolution

• White River Planning and Development District Generator Grant Administration Resolution

• Conference Center HVAC grant Resolution

• Historic District Ordinance

• Approval to submit Arkansas Parks and Tourism Festival Advertising Grant request

• 2018 Urban Deer Hunt approval

• Year Deer Harvested Hunter Permits

• 2011 264 186

• 2012 292 200

• 2013 81 224

• 2014 84 132

• 2015 156 140

• 2016 103 134

• 2017 94 127

Mayor’s report

• Governor Hutchinson confirmed for April 26th at 3:30 for hotel groundbreaking. We need to have a great turnout for that.

• 2 new gas wells will be drilled in Van Buren County in 2018. For first time since 1957, US will export more petroleum products than import

• All time Petit Jean peaks on January 15th and 16th

• 6 mile, all downhill biking trail in development

• Next City Council meeting will be March 19th at 7pm instead of March 12th. I will be at the National League of Cities Congressional Conference in DC