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4B Sales Tax Corporation Minutes - 09/04/1997 MINUTES OF THE 4B SALES TAX CORPORATION September 4, 1997 Present: Benay Ayers, President § Rick Boone, Vice-President § Paul Hughes, Secretary-Treasurer § Arnold Oliver § Corporation Board Members Ikard Smith § Ray Gonzalez § Jim Berzina, City Manager § City Staff Gregory D. Humbach, City Attorney § Robert Powers, Assistant City Manager § Linda Merrill, Recording Secretary § Le Templar, Times/Record News § Media/Public Absent: Tommy McCulloch, Jr. § Corporation Board Member President Benay Ayers called the meeting to order at 9:02 a.m. She noted that Tommy McCulloch was out of town and therefore unable to attend today's meeting. The first item on the agenda was approval of the minutes of August 13, 1997. Paul Hughes moved that the minutes be approved, with a second by Arnold Oliver. The Board unanimously approved the minutes as presented. The second item for discussion was the review of methods of funding projects. President Ayers reminded the Board of Jim Berzina's presentation at its August 13 meeting on various projects and their possible funding methods. She also remarked that very few capital improvement projects had been accomplished by the City throughout its history. She requested comments from the Board members on the funding methods available. Paul Hughes stated he felt a funding combination of short-term debts and cash would be appropriate. The use of long-term funding has been a problem in the past, in that the City would be years paying for a project that 2 had long since been accomplished. He urged that the Board use caution in funding by cash only, for the revenue projections are simply that - projections. Ms. Ayers agreed that cash and short-term funding is the appropriate method of funding the various projects. She reiterated Mr. Hughes' concern, stating that the amount of sales tax revenue is subject to economic conditions. Ikard Smith questioned the prioritization of the fire station, firing range and training center. Jim Berzina stated there is an immediate problem with one of our current fire stations. Station No. 5 is falling in and needs to be taken care of immediately. The plan is to shut down four current stations and build three in the periphery of the City. Right now, there is a tremendous overlap of stations and their service areas. This restructuring will allow the City to have eight stations rather than the current nine. Whether the remaining two stations besides the #5 station are constructed immediately is not known at this time. It is anticipated that a building facilitator will be hired to combine the needs of the police and fire departments. Land still needs to be purchased for the firing range. As the Board works on its budget, Mr. Berzina stated, more questions can be answered. Ms. Ayers noted that the projects are all prioritized to be accomplished within the next two years. Rick Boone asked what is the size of fire stations, and Robert Powers stated they averaged about 6,000 square feet. The next item on the agenda was to receive information on the results of the bid opening for the siren project. Bob Parker, Director of Traffic, Transportation and Aviation, stated the purchase of 25 new sirens will fill in gaps around the city not presently covered. The Council previously authorized the purchase of five sirens, making a total of 30 replacement speakers. He presented a drawing of the sirens, and stated they meet FEMA requirements for decibel levels. He stated these sirens perform self-diagnostic, silent tests. They run from solar power. There are no moving parts in these sirens. They have microphone capabilities and pre-recorded message capability. There is an amplifier for each speaker of 400 watts. The City Council granted $625,000 to bid for the sirens. The bid for the sirens was $518,239.50, with $27,000 worth of spare parts included in the bid. The City also has an option to buy up to seven more in the event of annexation. For the area currently under discussion to be annexed, four sirens would be needed. The pole bids are scheduled for opening this afternoon. Currently, some sirens are located on citizen's private property; all of the new sirens will be placed on public right-of-way. Tulsa is the only major city in the southwest that has these particular sirens, having purchased 80 of them over a 10-year period. The poles tower 50' above the ground, with 10' of pole set underground in concrete. The speakers themselves are 10' in height. 3 Mr. Berzina stated the City took $62K000 out of the equity fund for the purchase of the sirens. The sirens should be installed by March 1. The City has to pay for the sirens in January. It is hoped the Board will authorize reimbursement of the $60000 to the City's equity fund at a later date. Ms. Ayers questioned what the City intends to do with the old sirens. Mr. Parker stated it has not been decided. He has received requests from smaller cities for the sirens. He recommends they stay in place until they are bid out, if that is the Council's ultimate decision. Another possibility involves a company that specializes in this type of product and gives a fair price for used sirens. Mr. Parker emphasized to the Board that these sirens are fantastic pieces of equipment. He stated they were tested continuously for a 10-year period in Finland. The City plans to test them daily during the tornado season. With the old sirens, it requires significant manpower each month to physically go to each siren during the testing period. These new sirens will not require someone to be physically at the site. Item 4 on the agenda, appointment of Corporation budget subcommittee, was next addressed. President Ayers stated she had asked Tommy McCulloch and Rick Boone to serve as this subcommittee, and they have agreed to do so. Mr. Hughes questioned whether this subcommittee would work on the budget, or the projects? Ms. Ayers stated they will work on both the projects and their method of funding. Mr. Hughes cautioned that the subcommittee would spend time discussing the projects and their funding, and the entire Board would want to discuss the projects all over again. The entire Board's input should be received. Mr. Boone agreed, stating the subcommittee should figure out how to fund the projects the entire Board selects. Mr. Hughes reminded the Board that the City Council will still be providing the Board with lists of projects it desires to accomplish. Mr. Smith questioned how soon the City had to meet federal mandates on radios. Mr. Berzina said it wasn't strictly speaking a mandate, but that the federal government is shrinking the bands and at some point the City will be unable to effectively communicate unless the City updates its radio system. Arnold Oliver stressed the importance of performing the jobs discussed during the campaign, which were listed on the ballot. Mr. Berzina agreed, stating the Council feels an obligation to complete those projects. Above and beyond those projects, however, there are unlimited projects, including drainage, streets, and parks projects. Mr. Berzina told the Board that if they wished to have more information on any proposed projects, either individually or collectively, City staff can arrange a meeting to furnish the requested information. Mr. Berzina stated the Board 4 members are in a position to be asked a lot of questions about the City, and their knowledge would serve as good publicity for projects. Ms. Ayers stated it would be helpful to know what the other projects are, that are not prioritized. Ms. Ayers called for a motion on the subcommittee nominations of Tommy McCulloch and Rick Boone. Mr. Hughes so moved, seconded by Arnold Oliver. The motion was unanimously approved. The last item on the agenda, to recommend capital improvement projects and funding methods, was briefly discussed. Ms. Ayers stated it was her opinion that the Board is not ready to make recommendations. More information is needed. Mr. Smith suggested the Board divide into groups to look at the various projects that are desired to be accomplished, whether on the list as prioritized, or on a second list of unprioritized items. Ms. Ayers agreed, stated the Board would be better able to communicate the City's vision if its members had a clear concept of what needs to be done. Rick Boone asked what projects the City can accomplish, along with its existing agenda. Robert Powers stated that what is listed in years 1 and 2 are what the staff could project manage. Most of the projects would be project management, as opposed to the city engineer doing the full design. Mr. Boone stated this group needs to prioritize what it wants accomplished. Ms. Ayers questioned what the budget needed to reflect. Greg Humbach stated it needed to identify projects for the next fiscal year and how those projects will be funded. It could be as simple as budgeting for the sirens and the library, and show a reserve fund for future projects. The Board can add projects during the course of the year if needed. Mr. Berzina distributed an unprioritized list of needed projects above and beyond those prioritized in his presentation of August 13. Ms. Ayers stated the Board's next meeting needed to be a tour of the proposed project sites. She asked the Board to coordinate with her what projects they wish to visit. Mr. Berzina suggested they may wish to see the training facilities the police and fire departments currently have, and Mr. Hughes discussed the possibility of visiting fire station #5. When questioned, Mr. Powers stated October would be a better month for City staff to arrange to visit the sites. Ms. Ayers called for a motion to adjourn. Paul Hughes moved for adjournment, Mr. Smith seconded, and all approved. The meeting adjourned at 10:10 a.m. 5 Ms. Ayers called for a motion to adjourn. Paul Hughes moved for adjournment, Mr. Smith seconded, and all approved. The meeting adjourned at 10:10 a.m. Linda Merrill, Recording Secretary Paul Hughes, Secret -Treasurer`''