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FEBRUARY 2024 REGULAR MEETING 4 City of Van Buren, Arkansas Minutes of the Regular Meeting of the City Council Monday, February 26, 2024 Van Buren Municipal Complex CALL TO ORDER 5:30M The regular meeting of the Van Buren City Council was called to order by Mayor Joseph P. Hurst at 5:30PM. City Attorney and Reverend Jacob Howell led the invocation. Mayor Hurst led the Pledge of Allegiance. ROLL CALL 5:3013M Present: Council Member Madison Simmons, Council Member Kenneth Bell, Council Member Mike Kneeland Council Member Tyler Wood, Council Member Matt Dodson, Council Member Tonia Fry, Mayor Joseph P. Hurst, City Attorney Jacob Howell, City Clerk-Treasurer Shawnna Reynolds Absent: None PRESENTATIONS -AWARDS \ None Mayor's State of the City Address Mayor Hurst addressed those present with his State of the City presentation. He provided a PowerPoint presentation and discussed the highlights of 2023. He discussed the sales tax revenue being up 6%, awards for police officers and crime rate being down. He discussed how Code Enforcement was performing now that they are in their own department. He mentioned how closely they work with Almost Home Shelter. He discussed the increased calls for the Fire Department and stated this was a result of a growing community in 2023 but has gone down in 2024. He discussed the future of Van Buren and stated that we were awarded a $25,000 grant for the Historic District and $274,006 grant for sidewalks. He discussed the possibility of a new community building,the success of the Street Department regarding road improvements and that some items such as the roundabout at Hwy 59 have been pushed out until 2025. He thanked everyone who works diligently to serve the city and stated that there are a lot of plans for the future and a tax may be needed to be approved by the voters so we can make infrastructure updates. r CONSENT AGENDA 6:12PM After determining there were no reported objections or unfinished business, Council Member Mike Kneeland moved to approve the consent agenda which consisted of: o Minutes from January 29, 2024, City Council Meeting o Resolution 02-01-2024 Removal/Disposal of Fixed Assets o Resolution 02-02-2024 Defining Fixed Assets 2024 o Resolution 02-03-2024 Revised Budget 2023 o Resolution 02-04-2024 Utilize Federal-Aid Monies for Jefferson Stret Bridge o Resolution 02-05-2024 Temporary Revocable License WD Builders o Ordinance 02-2024 Authorizing the City to Conduct Business w/an Official or Employee o Financial Statements o Department Reports Motion was seconded by Council Member Tyler Wood. All in favor. None opposed. Consent Agenda approved. NEW BUSINESS 6:13PM Ordinance 03-2024 Amending Ordinance 18-2022 Authorizing Purchase of a Street Department Vehicle Street Department Superintendent John Karstens stated that the Street Department is in need of a dump truck, and it was originally approved by the City Council in 2022, however a supplier of parts (business) closed unexpectedly, and the dump truck could not be delivered for the original price approved by the City Council. This is an amendment to the cost of the dump truck. Motion to adopt Ordinance 03-2024 was made by Council Member Tonia Fry. Seconded by Council Member Matt Dodson. Roll Call. All in favor. None opposed. Ordinance 03-2024 Amending Ordinance 18-2022 Authorizing Purchase of a Street Department Vehicle is adopted with six yeas and zero nays. Ordinance 04-2024 Authorizing Asphalt Purchases for In-House Street Repairs Mayor Hurst stated that the purchase of asphalt is an annual request as well,with an expected cost threshold to the city. This gives the Street Department authority to purchase asphalt for in-house projects, as needed and ensures projects continue without interruption. Street Department Head,John Karstens states he does anticipate having to come to the council with a request for more funding as there will a lot of repairs and patching this year. His hope is to patch as much as possible and avoid any overlays. These projects will begin when the weather gets nicer, and school is out. It was suggested that these projects be put on social media for the community to see the projects. Motion to adopt Ordinance 04-2024 was made by Council Member Kenny Bell. Seconded by Council Member Tyler Wood. Roll Call. All in favor. None opposed. Ordinance 04-2024 Authorizing Asphalt Purchases for In-House Street Repairs is adopted with six yeas and no nays. Motion to approve emergency clause made by Matt Dodson,seconded by Mike Kneeland. Roll Call. All in favor. None opposed. Emergency Clause passed with a vote of six yeas and no nays. Ordinance 05-2024 Authorizing Concrete Purchases for In-House Street Repairs Mayor Hurst stated that the purchase of a concrete is an annual request with an expected cost threshold to the city. This gives the Street Department authority to purchase concrete for in- house projects, as needed, and ensures projects continue without interruption. Motion to adopt Ordinance 05-2024 made by Council Member Tyler Wood. Seconded by Council Member Tonia Fry. Roll Call. All in favor. None opposed. Ordinance 05-2024 Authorizing Concrete Purchases for In-House Street Repairs is adopted with six yeas and no nays. Motion to approve emergency clause made by Kenny Bell,seconded by Matt Dodson. Roll Call. All in favor. None opposed. Emergency Clause passed with a vote of six yeas and no nays. Ordinance 06-2024 Establishing Rates for Water Services supplied bV VBMU Van Buren Municipal Utilities Director,Steve Defresne presented a unified presentation for both Water and Sewer Rate increase,even if there are two ordinances submitted,the presentation was for both items. ACT 605 from 2021 states that each city must perform a rate study. Van Buren performed a rate study and determined that the water rates should increase .40 per meter within Van Buren city limits. VBMU must maintain funds available to cover expenses and water improvements are expected over the next five (5)years. Some water lines have been in place since 1893 and will need to be replaced and some sewer lines have been in place since the 1960's and will need to be replaced. The rise in water/sewer rates will be effective April 1, 2024,with an average expected increase per customer of approximately$14.00. The City of Van Buren gets their water from the City of Fort Smith who is also doing a rate study. If there is an increase in,their costs, it will filter to Van Buren as well and could increase customer water bills an additional $10.00 (approximately) as early as mid-summer 2024. That will be a total increase of approximately$25.00 overall. The city has the right to refuse this increase, but the State of Arkansas would hold the city in physical distress for the water system and it could have a far-reaching effect on the city. Motion to adopt Ordinance 06-2024 made by Council Member Mike Kneeland. Seconded by Council Member Tyler Wood. Roll Call. All in favor. None opposed. Ordinance 06-2024 Establishing Rates for Water Services supplied by VBMU is adopted with six yeas and no nays. Motion to approve emergency clause made by Kenny Bell, seconded by Matt Dodson. Roll Call. All in favor. None opposed. Emergency Clause passed with a vote of six yeas and no nays. Emergency Clause passed with a vote of six yeas and no nays. Ordinance 07-2024 Establishing Rates for Sewer Services supplied bV VBMU Van Buren Municipal Utilities Director,Steve Defresne presented a unified presentation for both Water and Sewer Rate increase, even if there are two ordinances submitted,the presentation was for both items. ACT 605 from 2021 states that each city must perform a rate study. Van Buren performed a rate study and determined that the water rates should increase .40 per meter within Van Buren city'limits. VBMU must maintain funds available to cover expenses and water improvements are expected over the next five (5)years. Some water lines have been in place since 1893 and will need to be replaced and some sewer lines have been in place since the 1960's and will need to be replaced. The rise in water/sewer rates will be effective April 1, 2024, with an average expected increase per customer of approximately$14.00. The City of Van Buren gets their water from the City of Fort Smith who is also doing a rate study. If there is an increase in their costs, it will filter to Van Buren as well and could increase customer water bills an additional $10.00 (approximately) as early as mid-summer 2024. That will be a total increase of approximately$25.00 overall. I The city has the right to refuse this increase, but the State of Arkansas would hold the city in physical distress for the water system and it could have a far-reaching effect on the city. Motion to adopt Ordinance 07-2024 made by Council Member Mike Kneeland. Seconded by Council Member Tyler Wood. Roll Call. All in favor. None opposed. Ordinance 07-2024 Establishing Rates for Sewer Services supplied by VBMU is adopted with six yeas and no nays. J Motion to approve emergency clause made by Kenny Bell, seconded by Matt Dodson. Roll Call. All in favor. None opposed. Emergency Clause passed with a vote of six yeas and no nays. Emergency Clause passed with a vote of six yeas and no nays. I MISCELLANOUS and GENERAL DISCUSSION 6:35PM Mayor Joe Hurst made mention that the city's safety deposit box 601 is going to be changed and there must be mention of this in the council minutes. City Clerk-Treasurer Shawnna M. Reynolds will make the appropriate changes in cooperation with Citizens Bank. ADJOURNMENT 6:37PM Council Member Madison Simmons made a motion to adjourn,seconded by Council Member Matt Dodson. The motion passed 6-0. The Regular Meeting of the Van Buren City Council was adjourned at 6:37PM. �I G\erk Trec?s co^ City of Van Buren ATTESTED: Q APPROVED: w � oraCounty,K�ao Shawnna M. Rbyl olds Jose p P. Hurst City Clerk-Treasurer ayor �r w s S,f A ����.�.tip��r��iriii ti �. '.�w��r,,.,xr.,,,,, ,l 9 c , � � �����s� ';����1, � F ur `1 tS st r, ,� ti��ti �^��} `� r t�, r ,�l-��,� r)at ��<� ,�i �f�iY �"���e��n ' � 1 �� 1� ������lll�p4fliti�'������