CITY OF HOPEBOARD OF DIRECTORS MEETING

TUESDAY, MAY 3, 2016CITY HALL BOARD ROOM

ITEM 1: CALL TO ORDER

ITEM 2: INVOCATION

ITEM 3: PLEDGE OF ALLEGIANCE

ITEM 4: CONSIDER MINUTES OF APRIL 19 BOARD MEETING

ITEM 5: REPORT ON CITYWIDE CLEANUP

ITEM 6: COST ESTIMATES ON CITY POOL ALTERNATIVES

ITEM 7: CONSIDER PLEXAR CONTRACT-ONE YEAR EXTENSION

ITEM 8: WASTEWATER LINE BID OPENING

ITEM 9: SET PUBLIC HEARINGS ON ALLEY CLOSINGS

ITEM 10: CITY MANAGER’S REPORT

ITEM 11: CITIZENS REQUEST

AGENDA INFORMATION FOR BOARD MEETING 5/3/2016

ITEM 4: CONSIDER MINUTES OF APRIL 19 BOARD MEETING

CITY OF HOPEBOARD OF DIRECTORS MEETING

TUESDAY, APRIL 19, 2016 AT 7:00 PM

The City of Hope Board of Directors met at 7:00 PM Tuesday April 19, 2016 with the followingpresent:

Catherine Cook, City ManagerJoe Short, City AttorneyConnie Lavender, City Clerk

Directors: Dennis Ramsey, MayorSteve Montgomery, Vice MayorMark RossWillie WalkerDon StillDon HallKiffinea Talley

Mayor Ramsey called the meeting to order. Don Still opened the meeting with prayer.

Mayor Ramsey led the Pledge of Allegiance.

Mayor Ramsey asked the board to review the minutes from March 24th and April 5th. SteveMontgomery made a motion to accept the minutes as written, Mark Ross seconded the motion.All voted “Aye.” Motion carried.

Item 5 on the Agenda was to consider amending Ordinance number 194 to allow the placementof AEI Reader by Kiamichi Railroad. The Kiamichi Railroad placed the equipment in a graveledarea north of 3rd Street that blocks the access used by Hope Builders supply. The railroad iswilling to relocate the AEI Reader for access to the business. Mayor Ramsey asked City AttorneyJoe Short to read the Ordinance.

ORDINANCE NO 1611“AN ORDINANCE AMENDING ORDINANCE NO. 194 OF THE CITY OF HOPE, ARKANSAS”

Mark Ross made a motion to suspend the Rules seconded by Kiffinea Talley. Roll was called andall present voted “Aye.” Steve Montgomery made a motion to adopt the Ordinance secondedby Don Still. Roll was called and all present voted “Aye.” Motion carried.

Item 6 on the agenda was a discussion on Sanitation Rates. City Manager Catherine Cook askedthe Board to take a look again at the proposed Sanitation rate increase needed to help fund thenew Landfill Project. The minimum needed amount rate increase is 5.5% for residential andsmall commercial and 6.25% for large commercial. Cook also noted based upon the time linegenerated by Jason Holtsclaw at Stephens the Bond Ordinance and rate increase would need tobe approved by the Board by May 27th in order to have the funds available for the landfillproject by the end of June. Steve Montgomery made a motion to move forward with the BondOrdinance and rate increase, seconded by Don Still. All present voted “Aye.” Motion carried.

Item 7 on the agenda was to consider adoption of a Resolution setting a Public Hearing topropose and consider an Ordinance to annex unincorporated enclave areas surrounded by theCity of Hope. HPD Chief JR Wilson and GIS Director Darrell Allen have conducted an enclavestudy for the City of Hope and have identified five (5) areas.

Per ACA 14-40-502 a public hearing shall be conducted within 60 days of the proposal of theannexation ordinance and at least 15 days prior to the date of the public hearing, the governingbody shall publish a legal notice setting out the legal description of the territory proposed to beannexed and notify by certified mail all property owners within the area proposed to beannexed of their right to appear and present their views. If the Board approves Chief Wilsonsaid his staff will publish legal notice and notify all property owners involved of the PublicHearing as required by law.

Joe Short read the Resolution.

RESOLUTION NO 2016-02

A RESOLUTION PROPOSING THE CONSIDERATION OF AN ORDINANCE AND FIXING A TIME ANDDATE FOR THE PUBLIC HEARING TO ANNEX LANDS KNOW AS THE ENCLAVE STUDY AREAS.

Mark Ross made a motion to approve the Resolution and move forward seconded by Don Still.All present voted “Aye.” Motion carried.

Item 9 on the agenda was to consider Groundwater Proposals.

A. Installation of New Groundwater Monitoring Wells.Catherine Cook noted with the development of the new landfill cell, we will be required toinstall seven (7) new groundwater monitoring wells as well as decommission four (4)piezometers before the new landfill can be constructed.The firm SCS Engineers will be overseeing the project at a cost of $32,948.A motion to accept the proposal was made by Willie Walker, seconded by Don Still. Allpresent voted “AYE.” Motion carried.

Item 10 on the agenda were to consider easement for the Leachate Line.

City Manager Cook has been working with Nathan Smith who represents Red RiverTexarkana II LP who owns the property east of the landfill. An easement of the property isneeded for the new leachate line that will go from the landfill to the wastewaterinterceptor. The easement needed is 15’ wide and 1863.11 linear feet long and will have a60 year term. Cook requested permission to sign the easement and send a check for$4,414.56.Steve Montgomery made a motion to accept the request seconded by Kiffinea Talley. Allpresent voted “Aye.” Motion carried.

Item 11: City Manager’s report--Cook reminded the Board City cleanup date is April 23 andis expected to be the biggest for the year. She also said several citizens have complainedabout an area along East 3rd Street not being kept up to code. The board requested to startwith sending letters to the ones leaving broken down vehicles in sight and will take othersteps if that does not solve the problem.

Meeting adjourned at 8:15.

AGENDA INFORMATION FOR BOARD MEETING 5/3/2016

ITEM 5: REPORT ON CITYWIDE CLEANUP

The first citywide cleanup of the year was held April 23, 2016. It was a successfulcleanup. City employees picked up 50 loads for a total of 637 CYS and cityresidents brought in 33 loads for a total of 222 cubic yards. Total amount ofwaste disposed of in the cleanup was 859 cubic yards.

AGENDA INFORMATION FOR BOARD MEETING 5/3/2016

ITEM 6: COST ESTIMATES ON CITY POOL ALTERNATIVESEarlier in the year, I asked McClelland Engineers to come look at the Fair

Park Pool and work up a variety of estimates for repair or replacement of the poolas well as an estimate for a splash pad. David Watkins from McClelland and anaquatic contractor came to Hope and presented an estimate for the variousoptions. McClelland is currently working on several pool and splash pad projectsand has a reasonable number of current prices on these types of projects.

For summary:

1) Renovate existing Fair Park Pool $ 414,300.152) Construct new pool (8 lane, 25 yd) $1,263,409.643) New splashpad $ 568,391.154) Renovation of bathhouse $ 198,099.00

I have attached those various estimates for the Board’s information.

Renovate Existing Swimming PoolPreliminary Estimate of Design & Construction CostItem No. Item Description Units Unit Cost Total Cost

1 Remove tile and existing pool surface SF 5650 $15.00 $84,750.002 Remove divider wall LS 1 $5,000.00 $5,000.003 New pool surfacing and paint SF 5650 $30.00 $169,500.004 New Slide LS 1 $44,000.00 $44,000.005 Miscellaneous (Mobilization, Demobilization,

Bonds, Insurance, As-Built Record Drawings, Seeding of Construction Area, and Any Items not Covered Elsewhere to Complete the Project per the Drawings and Specifications)

LS 1 $24,260.00 $24,260.00

$327,510.00$32,751.00

Estimated Construction Total = $360,261.00

$36,026.10$18,013.05

$414,300.15

*Estimate does not include any repair work associated with existing leaks in the pool or piping.

Estimated Total Cost of Project =

Estimated Quantity

Subtotal =Contingency (10%) =

Engineering Design Fee =Services During Construction Fee =

New Pool (8 Lane, 25 yard)Preliminary Estimate of Design & Construction CostItem No. Item Description Units Unit Cost Total Cost

1 Demolish existing pool (includes pool, adjacent concrete, pump house, and perimeter fencing LS 1 $35,000.00 $35,000.00

2 New 8 lane 25 meter olympic size pool (includes all filtration and circulation equipment)*

LS 1 $796,500.00 $796,500.00

3 3" PVC water service line LF 250 $16.00 $4,000.004 6" PVC sewer service line LF 250 $22.00 $5,500.005 Meter, BFP, and valves LS 1 $3,500.00 $3,500.006 Cleanouts EA 2 $350.00 $700.007 Electrical service LS 1 $5,000.00 $5,000.008 8' Perimeter Fence (black vinyl coated) LF 600 $30.00 $18,000.009 Site concrete* LS 1 $54,000.00 $54,000.00

10 Miscellaneous (Mobilization, Demobilization, Bonds, Insurance, As-Built Record Drawings, Seeding of Construction Area, and Any Items not Covered Elsewhere to Complete the Project per the Drawings and Specifications)

LS 1 $73,776.00 $73,776.00

$995,976.00$99,597.60

Estimated Construction Total = $1,095,573.60

$3,500.00$109,557.36

$54,778.68$1,263,409.64

*Cost per SF from www.usaswimming.org

Services During Construction Fee =Estimated Total Cost of Project =

Estimated Quantity

Subtotal =Contingency (10%) =

Survey Fee =Engineering Design Fee =

New SplashpadPreliminary Estimate of Design & Construction CostItem No. Item Description Units Unit Cost Total Cost1 3" PVC water service line LF 250 $16.00 $4,000.002 6" PVC sewer service line LF 250 $22.00 $5,500.003 Meter, BFP, and valves LS 1 $3,500.00 $3,500.004 Cleanouts EA 2 $350.00 $700.005 Electrical service LS 1 $7,500.00 $7,500.006 Splash pad installation (site prep, concrete,

equipment, fencing, etc.) LS 1 $208,000.00 $208,000.007 15 x 30 Fabric shade structure w/ seating LS 1 $12,000.00 $12,000.008 Trench and Excavation Safety LS 1 $500.00 $500.009 Miscellaneous (Mobilization, Demobilization, Bonds,

Insurance, As-Built Record Drawings, Seeding of Construction Area, and Any Items not Covered Elsewhere to Complete the Project per the Drawings and Specifications)

LS 1 $19,296.00 $19,296.00

$260,996.00$26,099.60

Estimated Construction Total = $287,095.60

$1,500.00$28,709.56$14,354.78

$331,659.94

Recirculation Option:

Recirculation System components, housing, and installation LS 1 $187,139.30 $187,139.30

$448,135.30$44,813.53

Estimated Construction Total = $492,948.83

$1,500.00$49,294.88$24,647.44

$568,391.15

Estimated Quantity

Subtotal =Contingency (10%) =

Survey Fee =Engineering Design Fee =

Services During Construction Fee =Estimated Total Cost of Project =

Services During Construction Fee =Estimated Total Cost of Project =

Subtotal =Contingency (10%) =

Survey Fee =Engineering Design Fee =

Bathhouse RenovationPreliminary Estimate of Design & Construction CostItem No. Item Description Units Unit Cost Total Cost

1 Bathhouse renovation +/-1,275 SF (includes new hvac, new wiring, new fixtures, new wall and floor surface) LS 1 $130,000.00 $130,000.00

2 New pitched roof LS 1 $15,000.00 $15,000.003 Miscellaneous (Mobilization, Demobilization,

Bonds, Insurance, As-Built Record Drawings, Seeding of Construction Area, and Any Items not Covered Elsewhere to Complete the Project per the Drawings and Specifications)

LS 1 $11,600.00 $11,600.00

$156,600.00$15,660.00

Estimated Construction Total = $172,260.00

$17,226.00$8,613.00

$198,099.00Estimated Total Cost of Project =

Estimated Quantity

Subtotal =Contingency (10%) =

Design Fee =Services During Construction Fee =

AGENDA INFORMATION FOR BOARD MEETING 5/3/2016ITEM 7: CONSIDER PLEXAR CONTRACT-ONE YEAR EXTENSION

The City’s general phone system is a Plexar system provided through AT&T.This system was put in in 1991. The 5-year contract expired last fall and we havebeen working with AT&T to work up a 1-year extension to the contract while welook at phone system alternatives. I would ask the Board’s permission to extendor renew the contract for one more year.

AGENDA INFORMATION FOR BOARD MEETING 5/3/2016

ITEM 8: WASTEWATER LINE BID OPENING

Bids were opened on Tuesday, April 26, on the East Wastewater system linerehabilitation contract. Two bids were received:

RBIS, Inc.Base Bid $2,689,624.50Alternative “A” $2,289,112.75

Don M. Barron ConstructionBase Bid $2,124,024.10Alternative “A” $1,746,334.00

Engineer’s EstimateBase Bid $1,517,104.00Alternate “A” $1,288,575.00

Since the low bid, even with the alternate, exceeds the engineer’s estimate by$457,759, staff and the City engineer request that the bids be rejected and theproject be reviewed and rebid. This will mean removing certain segments ofwastewater line that were identified for rehabilitation. Glen Spears is working onan update of the total project so that we can make sure that we keep the itemsbid out within the funds available. This may mean that we are able to completeless wastewater line work than we hoped at the beginning of the project.

I have attached the bid tabulation and the engineer’s recommendation for yourreview.

AGENDA INFORMATION FOR BOARD MEETING 5/3/2016

ITEM 9: SET PUBLIC HEARINGS ON ALLEY CLOSINGS

The City has had two requests to close alleys:

1) One is in Block 11 of the Wallis addition2) One is in Block 8 of the Original City of Hope

Both are 16’ alleys. We would request that the Board set a public hearing on bothalley closings for May 17, 2016. We will publish a notice in the newspaper so thatthe public is notified of these potential alley closings.

Plats of the location are attached for your information.

AGENDA INFORMATION FOR BOARD MEETING 5/3/2016

ITEM 10: CITY MANAGER’S REPORT

1. Train Day May 7