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CBC 09-13-1994The City BedutiU Commission The City Beautiful Commission held Tuesday, September 13, 1994 in the Room, 2nd Floor of City Hall. The order by Steve Cato, Chairman. Members Present: Steve Cato Jim Goodhart Joyce Raynor Joe Robbins Also Present: its regular meeting on City Board Conference meeting was called to Lin Blair Josephine Graham Frank Riggins Liz Williams Mark Webre, Project and Design Mgr., Parks & Recreation Bob Brown, Plans Review Specialist, Neighborhoods & Planning Becky Switzer, Executive Secretary, Parks & Recreation Laurie Ann Ross, Executive Director, Friends of the Zoo I. Roll Call - Eight members present. II. Approval of Minutes - A motion was made by Lin Blair to accept the minutes as written, seconded by Josephine Graham. All in favor. III. Lighting Project Update - Laurie Ann Ross, Executive Director of Friends of the Zoo gave a presentation to the Commission of what has taken place so far and what they are expecting of the Lighting Display at the Zoo. The Friends of the Zoo has contracted a company out of New York (Brandono Display) to design the light displays that will be set up at the Zoo. They will also set up, take down and store the displays. 500 West Markham, Room 108 Little Rock, AR 72201 371-4770 Minutes Sept. 13, 1994 Meeting Page 2 - Laurie Ann passed out maps and pictures of how the displays will be set up. Stone and Ward Advertising will be helping with the advertising and pre -ticket sales. Laurie Ann presented the design that will be used on posters, shirts and tickets and other items. The title of this event will be "Zoolumination". The Osbornes have been approached about keeping thier display at the corner of Fair Park and I-630.- They would like to add to the display and there is still an on going discussion regarding how much power will be needed for this and all of the displays. Also the Friends of the Zoo would like for this to be a community project by involving other different sponorers as well. Laurie Ann stated that the FOZ will be trying to get AP&L to give the power for free, and then they will be listed as a corporate sponsor. Laurie Ann will report again on this project next month. She will try and have the break down on -- sponsorship amounts. Jim Goodhart stated that he has turned over the names of the City Beautiful Commissioners who said they —would be interested in working on different committees for this project. Joe Robbins will be on the concession committiee. Lin Blair is on the entertainment committiee. There will be alot of volunteers from the Friends of the Zoo. Jim Goodhart stated that he will be working with the committiee that will be contacting schools and civic groups. Jim feels that now is the time that the City Beautiful Commission can help with this project by making contacts or passing along information to Laurie Ann regarding people or buisnesses that may be interested in sponsorship. IV. City Beautiful Kids - Mark stated that a meeting has been scheduled with JTPA tomorrow to evaluate the past year and to see if there is anything that may need to be changed for next -year. Also Jim Sick is preparing the City Beautiful Kids survey of the children who participated. Jim will provide the commission with a copy of this survey when it is completed. Minutes Sept. 13, 1994 Meeting Page 3 V. Lighting Contest Update - Joe Robbins passed out the revised copy of the annoucnement of the contest. Jim Goodhart suggested that the city be divided up into four sections and the money awarded equally four ways. There would be different commissioners to go out -to one of the four sections to judge the houses. Each section will receive 1st, 2nd and 3rd place prizes at $1500., $750. and $250. respectively. Mark Webre will prepare a map showing the four sections. Joe Robbins suggested that a poster be made up and it can be placed at grocery stores with an entry box. These boxes would be checked and the entry applications would be turned in. Liz suggested that on the entry form there should be a spot where a contestant would put directions to their house. Advertising will also be placed in the newspaper and through neighborhood associations. VII. Parks and Recreation Activities - Mark Webre introduced Frank Riggins as the newest member of the City Beautiful Commission. Frank is a Landscape Architect with the Mehleburger Firm. Jim Goodhart stated that the Commission would like to be able to make suggestions to the Board of Directors of who they would like to have appointed to the City Beautiful Commission. The commission is in need of a public relations person to help get information out to the public of the work that the City Beautiful Commission is doing. Mark requested that the City Beautiful Commission write a resolution supporting the Oct. llth Bond Issue vote. Liz Williams moved to have the resolution prepared. Frank Riggins seconded. Motion approved by all attending. Mark would draft up a resolution and have the commission review it. Minutes Sept. 13, 1994 Meeting Page 4 Mark shared with of the Children's consultant on this master plan to the a feel of what the completed. the commission the Zoo. Liz Williams project. Mark e commissioners and project will look master plan is the xplained the gave them like when IV. Adjournment - A motion was made to adjourn, all in favor. RECEIVED SEP 7 1994 The City Beautiful Commiss- JO Banks, Dodson, Goodhart &Spades The City Beautiful Commission will hold its regular meeting Tuesday, September 13, 1994 in the City Board Conference Room, 2nd Floor of City Hall at 10:00 A.M. I. Roll Call II. Approval of Minutes III. Laura Ann Ross, Executive Director, Friends of the Zoo, Lighting Project Update IV. City Beautiful Kids V. Lighting Contest Update VII. Parks and Recreation Activities VIII.Miscellaneous IX. Adjournment 500 West Markham, Room 108 Little Rock, AR 72201 371-4770 1994 LIGHT UP LITTLE ROCK PROJECT COME AND GET INTO THE SPIRIT OF CHRISTMAS BY ENTERING OUR "BEST LIGHTS IN TOWN CONTEST" YOU CAN WIN CASH PRIZES! TO ENTER, SIMPLY COMPLETE THE PERFORATED SHEET BELOW AND DROP IN BOX. Rules and Prizes DEADLINE FOR ALL ENTRIES: DECEMBER 5, 1994 - Citizens who reside within the City of Little Rock are eligible to enter. - Employees of the City of Little Rock and their immediate families may not participate. Last years' first place winners and this years' first place winners can not participate for the next three years. - Participants must have their residence decorated by December 10th. THERE WILL BE FIVE (5) WINNERS (FIRST THRU FIFTH PRIZE) First Prize Second Prize Third Prize Fourth Prize Fifth Prize $2,000 1790 1,400 Z 00a 1,000 3 500 400 200 sponsored �y ire City 01.fi fCe Koch eq5, I-Lutilul ammidbion ------------------------ 1994 Light up Little Rock Name Address Phone RATIONALE FOR RESTRUCTURING THE 1988 CAPITAL IMPROVEMENT BONDS 1. THE 1988 ISSUE IS MATURE: a. Over $33,000,000 is spent. b. Major projects are complete (only streets remain). 2. NEW INFRASTRUCTURE NEEDS ARE PRESSING. LITTLE ROCK CANNOT WAIT ANOTHER 4 OR 5 YEARS. 3. OTHER CAPITAL FUNDING SOURCES ARE MINIMAL. CITY BUDGET NEEDS TO FIGHT CRIME AND MEET THE CONCERNS OF NEIGHBORHOODS ARE PRIORITIES. 4. INTEREST RATES ARE STILL HISTORICALLY LOW: a. 1988 Issue = 7.41 %. b. New Issue = 5.165% to 5.75%. 5. HOWEVER, INTEREST RATES ARE RISING. FINANCIAL ADVISORS RECOMMEND RESTRUCTURING THE BONDS AS SOON AS POSSIBLE. 6. NO TAX INCREASE IS REQUIRED - REPLEDGING THE CURRENT MILLAGE WILL PRODUCE UP TO $29.9 MILLION IN NEW FUNDS FOR PROJECTS. 7. THEREFORE, AN ELECTION AS SOON AS POSSIBLE IS DESIRABLE. A SPECIAL ELECTION ON OCTOBER 11 IS PREFERABLE BECAUSE: a. It is the earliest possible date. b. It avoids the lengthy general election ballot. C. It allows the bonds to be closed by year-end. d. It meets the timing needs of the taxing authorities. 8. WE PLAN TO USE A "MANDATORY CALL" STRUCTURE FOR THE NEW BONDS THAT WILL RETIRE THEM AS SOON AS POSSIBLE. SAME STRUCTURE AS THE PORT BONDS, WHICH WILL BE RETIRED IN FEBRUARY AND THE 0.3 MILL TAX LEVY DISCONTINUED. MAR-28-94 MON 16:20 LR PARKS & REC FAX NO, 5013716832 P102 CITY BEAUTIFUL COMMISSION BY-LAWS ART CL+E 1. MEMBERSHIP SECTION 1, The City Beautiful Commission shall consist of nine (9) members who shall be qualified electors of the City of Little Rock, appointed by the City of Little Rock Board of Directors upon recommendation of the City Beautiful Commission. SECTION 2. The term of a member of the City Beautiful Commission shall be three (3) years. The terms of one-third of the City Beautiful Commission shall expire every year. SECTION 3. Any member of the City Beautiful Commission who shall absent himself from three (3) consec- ative meetings a year shall be deemed to have resigned as a member of the City Beautiful Commission, SECTION 4. Each Commission vacancy shall be filled by a new member chosen in the same manner as members chosen for a full term. SECTION 5. The Director of the Parks and Recreation Department or his substitute shall act as an ex officio member of the City Beautiful Commission and shall represent the Commission to the Little Rock Board of Directors. He shall be the designated representative of the City Manager for such proof of expenditure of funds appropriated by the City of Little Rock. SECTION 5. The City Beautiful Commission may appoint ex-officio members to the Commission as it desires to further its own aims. ARTICLE IT. MEETING SECTION 1. Official meetings of the City Beautiful Commission shall be held on the second Tuesday of every month at 10:00 a.m. Special meetings may be called by the Chairman and written notice thereof shall be mailed to all members at least five (5) days prior to the meeting day. Special meetings may also be called by the Chairman with a 24 hour telephone notice to members and written notice to press. MAR-28-94 MON 16:20 LR PARKS & REC FAX N0, 5013716832 P.03 SECTION 2. All meetings of the City Beautiful Commission shall be conducted according to the latest revision of Roberts' -Rules of order, but it shall be necessary in any event for a quorum to be present for the Commission or any committee to act. A quorum shall be defined as a simple majority of the members of the City Beautiful Commission. SECTION 3. All meetings of the City Beautiful Commission shall be held in the City Board Conference Room, 2nd Floor of City Hall, unless a different place of meeting is designated in the notice thereof. SLCTION 4. The order of business at all regular meetings of the Commission shall be as follows: • B C. D. E. F. Roll Call Approval of minutes of the previous meeting Hear appeals made by applications Report of Committees New business Miscellaneous business ARTICLE III OFFICERS SECTION 1. The officers of the City Beautiful Commission shall consist of a Chairman, vice -Chairman, and Treasurer, each of whom shall be elected by the Commission. The Recording Secretary shall be an ex-officio member from the Parks and Recreation Department and appointed by the Director of the Parks and Recreation Department. SECTION 2. Terms of officers shall be for one year and officers may succeed themselves. SECTION 3. The duties of the officers shall be as follows: CHAIRMAN. The Chairman shall preside over all meetings. The Chairman shall appoint all standing and ad hoc committees. The Chairman shall have the authority to call special meetings provided the proper notices are given. The Chairman shall be responsible for establishing the monthly meeting agenda. VICE-CHAIRMAN. In the event Chairman, the Vice -Chairman duties of the Chairman, 2 of the absence of the shall assume the MAR-28-94 MON 16:21 LR PARKS & REC FAX NO. 5013716832 P.04 ASURER. The Treasurer shall keep an accurate record of all monies received and disbursed by the Commission, which records shall be kept on file in the Parks and Recreation, Department office. The Treasurer shall make quarterly financial reports at the Commission meetings. He shall make a report of the annual audit to the City Beautiful Commission. RECORDING SECRETARY, The Recording Secretary shall keep an accurate record of all proceedings of the City Beautiful. Commission, including committee meetings, and shall have the responsibility for all official papers and records pertaining to the Commission. The Recording Secretary shall attend to all correspondence as may be necessary or desirable in connection with the Commission. SECTION 4. The Chairman of the City Beautiful Commission shall appoint, at the October meeting each year, a Nominating Committee to select a slate of officers for the following year. The nominating committee shall report to the Commission at the November meeting and elections will be held at the meeting. Additional nominations may be made from the floor. Officers' terms will begin in January of each year. ARTICLE IV. COMMITTEES SECTION 1. Ad Hoc Committees shall be appointed as needed by the Chairman of the City Beautiful Commission. ARTICLE V. FINANCIAL MATTERS SECTION 1. All monies collected by the Commission and turned over to the City may be spent by the Commission with authorization of the City Manager and the Director of Finance. The Chairman and Treasurer of said Commission shall jointly authorize such expenditures on behalf of the Commission. SECTION 2. All monies collected by the Commission and deposited in an interest bearing checking account may be spent by the Commission. The Chairman and Treasurer of said Commission shall jointly authorize such expenditures on behalf of the Commission. K; MAP=28-94 MON 16:22 LR PARKS & REC FAX NO. 5013716832 P.05 SECTION 3. The fiscal year of the Commission shall begin on the first of January and end on December thirty- first of each year. SECTION 4. No part of the income of the Commission shall ever be distributable to the Commission. ARTICLE VI. MENDMENT OF BY-LAWS SECTION 1. Proposed amendments to the by-laws shall be submitted in writing to each member of the City Beautiful Commission at least thirty (30) days prior to its consideration by the Commission. SECTION 2. If a proposed amendment shall be approved by two-thirds of the members of the Commission by vote taken at such meeting, the Recording Secretary shall give written notice of such approval with copy or copies of such proposed amendment to each member of the Commission and the Little Rock Board of Directors. The same shall be immediately a part and included in these by-laws. ARTICLE VIT. CASES BEFORE THE BOARD SECTION 1. Each application to the City Beautiful Commission, whether an appeal from an order, decision, or determination of the Department of Neighborhoods and Planning, or whether for a special exception or for a variance, shall be made on an official application form. This application form can be obtained from the Plans Review Specialist, Department of Neighborhoods and Planning. SECTION 2. All information called for by the official application form shall be furnished by the applicant in the manner therein prescribed in accordance with the instructions provided the applicant. The instructions for making the application can be obtained from the Plans Review Specialist, Department of Neighborhoods and Planning. SECTION 3. The Commission shall consider only those applications made on the prescribed form properly filled out with all required data attached. SECTION 4. Any communication purporting to be an application shall be regarded as mere notice to seek relief until it is made in the form required by these rules. 4 MAR-28-94 MON 16:22 LR PARKS & REC FAX NO, 5013716832 P,06 ARTICLE VIII. DOCKET ANC CALENDAR SECTION 1. Each application filed in proper form with the required data shall be numbered serially, docketed, and shall be placed upon the calendar of the City Beautiful Commission by the Recording Secretary thereof. SECTION 2. All cases docketed more than 30 days next preceding a regular meeting day, shall be automatically set for hearing on the succeeding regular meeting day. Cases docketed within 30 or less days of the regular meeting day shall be set for hearing on the second regular meeting day after docketing of the application. SECTION 3. Applications shall be heard in the order in which they appear on the agenda, except that an application may be advanced for hearing by order of the Commission upon good cause shown. Where all applications cannot be disposed of on the day set, the Commission may adjourn from day-to- day, or until the next regular meeting, as it may order. SECTION 4. The applicant may appear in his or her own behalf or be represented by agent or attorney at said hearing. In the absence of any personal appearance on behalf of applicant, the Commission will proceed to dispose of the matter on the record before it. SECTION 5. At the hearing, the order shall be as follows: A. Application read B. Staff recommendations made C. Applicant's side of the case D. Interested property owners side of the case E. Questions or comments from Commission members F. Motion or motions offered by Commission members G. Vote or votes made 5 MAR-28-94 MON 16:23 LR PARKS & REC FAX NO. 5013716832 P.07 ARTICLE IX FINAL DISPOSITION SECTION 1. In the final disposition of any appli- cation, the decision shall affirm, modify, or reverse the refusal of a landscape permit by, or any order or decision of , the Neighborhoods and Planning Department, acting as designated agent of the City Manager. In case of an application for variation or special exception, the decision shall set forth that the application is denied or that it is granted with or without condition, and said decision shall specifically set forth what variations or special exceptions are permitted and what conditions, if any, shall be complied with. Every application shall be disallowed unless a concurring vote of a simple majority of the Commission shall favor the appeal or application. The vote of each member present on each decision shall be recorded with the decision. SECTION 2. Any applicant may, in writing, withdraw his or her application at least five working days prior to the regular meeting day of the Commission for which the application is docketed. SECTION 3. If an application is granted by the Commission, all permits necessary for the prosecution of the work shall be obtained within sixty days from the date of permission by the Commission, unless extension of said time is granted by the Commission; otherwise such permission shall be considered void. ARTICLE X. REHEARINGS SECTION 1. No rehearing of any decision by the City Beautiful Commission shall be had except on motion by a member of the Commission to reconsider the vote, made and acted upon within ten days after its decisions and carried by not less than a simple majority of the Commission's members. SECTION 2. No motion for a rehearing shall be entertained except on written request for a rehearing, and then not unless new evidence is submitted which could not reasonably have been presented at the meeting at which the hearing was originally had. SECTION 3. If a rehearing is granted, the case shall be put on the calendar for a rehearing, and the notices issued in accordance with the notice provisions of these rules. 6 MAR-28-94 MON 16:23 LR PARKS & REC FAX NO. 5013716832 P.08 SECTION 4. No additional application to the Commission shall, be allowed, unless there shall have been a substantial change in the circumstances affecting such property since the prior decision on the same piece of property. ARTICLE XI. PRECEDENTS SECTION 1. No action of the Commission shall set a precedent, Each case shall be decided upon its merits and upon the circumstances attendant thereto. SECTION 2. Any member of the Commission who shall have a direct or indirect interest in any property or in the decision relating to such property, which shall be the subject matter of , or affected by, a decision of the Commission shall be disqualified from participating in the discussion, decision, or the proceedings of the Commission in connection therewith. ARTICLE X11. FORMS SECTION I. The forms referred to in these rules of procedure and made a part thereof are: A. Application to the City B. Notice of public hearing Beautiful Commission C. Instructi.ons for making Beautiful Commission on application to the City application ARTICLE XIII, OFFICERS AND DUTIES SECTION 1. The Chairman of the City Beautiful Commission may designate members of the Commission to make personal inspections when necessary from time to time, and unless directed by a majority of the Commission, shall appoint such committees as may be found necessary. SECTION 2. The authorized agent of the Neighborhoods and Planning Department shall report at each meeting on all official transactions that have not otherwise come to the attention of the Commission. F MAR-28-94 MON 16:24 LR PARKS & REC FAX N0, 6013716832 P.09 SECTION 3. The authorized agent of the Neighborhoods and Planning Department, subject to the provisions of the Landscape Ordinance, these rules, and the direction of the Commission and its Chairman, shall conduct all correspon- dence of the Commission pertaining to the Landscape Ordinance; -send out all notices required by these rules and the order of the Commission; shall attend all meetings of the Commission and all hearings; shall scrutinize all applications to see that these rules are complied with; 4hall keep the dockets and minutes of the Board's proceedings; shall compile all required records and shall maintain the necessary files and indices. The authorized agent of the Neighborhoods and Planning Department shall verify that the applicant has notified (using appropriate form) property owners within two hundred feet of the property involved in the application or other persons required to be notified under the provisions of the Landscape Ordinance, as demanded from time to time. Under the docketing of any application, the authorized agent of the Neighborhoods and Planning Department shall make a personal inspection of the premises, see that all sketches and plans are properly prepared, and be prepared to advise the Commission on the physical conditions of the property affect by such application. The authorized agent of the Neighborhoods and Planning Department shall demand from the applicant such additional information and data as may be required to fully advise the Commission with reference to the application, whether such information and data is called for by the official forms or not. Any failure or refusal on the part of the applicant to furnish such additional information or data, or failure to comply with the instructions for making application, shall be grounds for dismissal of the application by the Commission. ARTICLE XIV. DOCKET AND MINUTE BOOK SECTION 1. The authorized agent of the Neighborhoods and Planning Department shall be provided with a minute book which shall be posted and up-to-date. The minute book shall be a well -bound book, in which shall be recorded the decision relating to each case acted on, together with the vote of each member of the Commission, those absent being so marked, together with all other actions of the Commission. ARTICLE XV. RESOLUTIONS SECTION 1. Every resolution not otherwise provided for shall require a majority vote of the members present at a legally constituted meeting. 8 MAR-28-94 MON 16:25 LR PARKS & REC FAX NO. 5013716832 P.10 ARTICLE xVI. ADVICE SECTION 1. No informal requests for advice, or moot questions, will be considered by the Commission. Any advice, opinion, or information given by any Commission member or the secretary, or any other official or employee of the City of Little Rock, shall not be binding on the Commission. Because of the annoyance caused by individuals appealing personally to members of the Commission, it is declared to be the policy of the Commission to deprecate any such personal appeals. INSTRUCTIONS FOR MAKING APPLICATION FOR LANDSCAPING VARIANCE TO THE LITTLE ROCK CITY BEAUTIFUL COMMISSION 1, The applicant (owner or authorized agent) shall appear at the Office of the Plans Review Specialist, Department of Neighborhoods & Planning, 723 West Markham, Little Rock, Arkansas, and complete the required application form. 2. The applicant shall submit as part of the application, three copies of a recent survey, certified by a registered land surveyor, showing all existing and proposed improvements with all dimensions pertaining thereto. (The proposed improvements may be illustrated on a separate drawing). 3. After properly filing the application, the applicant shall give notice as required by the bylaws of the City Beautiful Commission. The cost of these notices shall be borne by the applicant. (NOTE: This notice is not a petition of approval or disapproval.) "Before the City Beautiful Commission shall consider a request for landscaping variance of any property, the petitioner for such variance shall first give not less than ten (10) days written notice of the time, place and date of public hearing thereon to all the record owners of property situated within 200 feet thereof. Said notice shall be sent by certified or registered mail to the last known address of such record owner(s) and the petitioner shall execute and file with the Plans Review Specialist, Department of Neighborhoods and Planning, showing compliance herewith attaching as exhibits to said Affidavit official evidence that Said notices have been mailed". ki MAR-28-94 MON 16:25 LR PARKS & REC FAX NO. 5013716832 P,11 4. The Affidavit required and supporting exhibits (return receipts, and copy of notice) shall be filed with the Plans Review Specialist no later than six (6) calendar days prior to the meeting date. 5. The applicant shall post the sign furnished at the time of filing at the front of the property so that it can be seen from the street, at least ten (10) calendar days before the meeting. If for any reason the sign should be destroyed or torn down, a replacement may be obtained from this office. 6. The applicant or agent shall be present at the meeting in order to answer any questions the Commission members or interested parties may have. PLEASE NOTE: NON COMPLIANCE WITH THE ABOVE MAY CAUSE YOUR APPLICATION TO BE WITHHELD AND NOT CONSIDERED AT THE MEETING, AND MAY REQUIRE THE RENOTIFI- CATION OF PROPERTY OWNERS. 10 MAR-28-94 MON 16;19 LR PARKS & REC FAX NO. 5013716832 P. 01 fl REC�� DRAFr_ o CITY OF LITTLE ROCK PARKS AND RECREATION DEPARTMENT FAX NUMBER: (501) 371-6832 DATE: T O ; .. uJ- FAX#. 3 %1/ 02i0 TOTAL NUMBER OF PAGES (Including Cover Sheet). IF YOU DO NOT RECEIVE TROUBLE, CONTACT C L THE PAGES OR IF YOU HAVE ANY AT (501) 371 I