10 October 2012 Regular MINUTES OF THE VAN BUREN, ARKANSAS
CITY COUNCIL MEETING OCTOBER 15, 2012
The City Council of the City of Van Buren. Arkansas met at 7:00 p.m. Monday, October
15, 2012 at City Hall. The meeting was called to order by Mayor Freeman. On roll call, the
following Council members answered as their names were called: Alderman Swaim, Parker,
Moore, Ragsdale, Dodd and Sagely. City Clerk- Treasurer Barbie Curtis and City Attorney
Candice Settle were present. This made a total of nine (9) present. A quorum was declared.
The invocation was given by Pastor Grady Glass of Unity Baptist Church.
Next, Mayor Freeman led the Pledge of Allegiance.
On the agenda next, Mayor Freeman asked to adopt the minutes of the Council Meeting
on September 17, 2012. Alderman Parker made a motion to approve the minutes. Alderman
Dodd seconded the motion. On roll call, the following Council members voted aye: Alderman
Dodd, Sagely, Swaim, Parker, Moore and Ragsdale. The following voted nay: none.
On the agenda next was to consider A RESOLUTION TO AUTHORIZE THE
MAYOR AND CITY CLERK TO REMOVE AND DISPOSE OF CERTAIN FIXED
ASSETS FROM THE CITY OF VAN BUREN'S FIXED ASSET INVENTORY, BY
SEALED BID, AUCTION OR OTHER METHODS AUTHORIZED UNDER THE LAW,
AND FOR OTHER PURPOSES. The City Attorney read the Resolution in its entirety. Mayor
Freeman asked if there was any discussion. There was none. Alderman Ragsdale seconded by
Alderman Parker moved that the Resolution be adopted. On the Clerk's calling the roll, the
following vote resulted: Ayes Alderman Dodd, Sagely, Swaim, Parker, Moore and Ragsdale.
Nays none.
The Mayor thereupon declared the Resolution adopted and signed the Resolution, which
was attested by the City Clerk and impressed with the seal of the City.
THE RESOLUTION WAS GIVEN THE NUMBER 10 -1 -2012
CITY OF VAN BUREN, ARKANSAS
RESOLUTION NO. 10 _L -xolz
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN, ARKANSAS, A
RESOLUTIONTO BE ENTITLED-
A RESOLUTION TO AUTHORIZE THE MAYOR AND CITY CLERK TO
REMOVE ANH DISPOSE OF CEREAL\ FIXED ASSETS FBOM TIE CITY OF
VAN BUREN'S FIXED ASSET INVENTORY, BY SEALED BID, AUCTION OR
OTHER METHODS AUTHORIZED UNDER THE LAW, AND FOR OTHER
PURPOSES.
WHEREAS, ardor beyond repair, and are no to longer ger cost effective, 10 10 ro no longer be needed by the City; and
WHEREAS, after an inventory of Fixed Assets, it is themfore recommended by our Mate Auditor that said items
or item be removed from the City's Fixed Asset Inventory and disposed of by sealed bid, auction or
as otherwise authorized under Arkansas Ian'.
NOW, THEREFORE, BE IT RESOLVED BYTRE CITY COUNCILOF VAN BUREN, ARKANSAS
THAT:
H N_I, The Mayor A s se t and Clerkare p by l remove roiegasset oorthe
Fug sut Inventory and dispose ose o of s same by staled bid, auction or or oNer such ch methods ls ap authored
under the law
Department Amount Description ofh,venton Control
Politic S20,708.00 V 2FAFP91W96X158919edan PD-608
WH
Police $20,708.00 Sedan P0.613
VE102FAFP71W29X111
SECTION 2: The Mayor and City alcrk are hereby authorized to remove the follovnng assets from the
Fixed Asset Inventory and to dispose of same by transfer to various governmental agencies:
Receivin" A eeocV Book Value Description of Inventory Control
Crawford County Sheriffs 0301000 (I)Decatur GeminitMobile Video System PD -526
DepaNUent VGP11m7033
1N WITNESS WHEREOF, the City of Van Buren, Arkansas, by its City Council, did pass, approve, and
adopt, by a vote of for and 0 against, the foregoing R n at its regular meeting held on the l5
day of October, 2012.
Robs I. 'teem an
Mayor
ATTESTED: 1 •RC to A 't FOR
c4s�C U r
Barbie Qms A. Sutic
Gib Clerk/Treasurer City Attorney
On the agenda next was to consider A RESOLUTION EXPRESSING THE
WILLINGNESS OF THE CITY OF VAN BUREN, ARKANSAS TO UTILIZE
FEDERAL -AID MONIES FOR THE FOLLOWING CITY PROJECT; TRAFFIC
SIGNAL REHABILITATION HIGHWAY 162 AND 28 STREET. The City Attorney
read the Resolution in its entirety. Mayor Freeman asked if there was any discussion. Mayor
Freeman said this is for upgrades to the signal at Kibler Road and 28 Street. He also mentioned
that preliminary talks include a turn signal. Alderman Dodd seconded by Alderman Moore
moved that the Resolution be adopted. On the Clerk's calling the roll, the following vote
resulted: Ayes Alderman Dodd, Sagely, Swaim, Parker, Moore and Ragsdale. Nays none.
The Mayor thereupon declared the Resolution adopted and signed the Resolution, which
was attested by the City Clerk and impressed with the seal of the City.
THE RESOLUTION WAS GIVEN THE NUMBER 10 -2 -2012
CITY OF VAN BUREN, ARKANSAS
RESOLUIION NO. 10 a"_ 2012
BE IT ENACTED BY THE CITY COUNCI FOR THE Cil'Y OF VAN BUREN,
ARKANSAS, A RESOLUTION TO BE ENTITLED:
A RESOLUTION E%I'RESSENG THE WILLINGNESS OF THE
CITY OF VAN BUREN, ARKANSAS TO UTILIZE FEDERAL
AID MONIES FOR THE FOLLOWLVG CITY PROJECT;
TRAFFIC SIGNAL REHABILITATION HIGHWAY 162 AND
28 STREET.
WHEREAS, the City of Van Buren understands Federal-aid Surface" Transportation Program
funds are available for certain City projects at the following Federal, State, and
Local participating ratios up to a maximum of $350,000.00 Federal -aid available
Per project
Type Work 1 Work Phazu Federal Share Score Bhvre City Share
Traffic Construction eetig
im
Si 80% 10% 10%
improvements
Engineering
provements
R¢I-ofway &UNities 0% 0^a I 100%
Prale<ts Au Phuea 0%
programmed but nor cY 100%
Ito to contract
;and
WHEREAS, the Arkansas State Highway and Transportation Department has completed a preliminary
cost estimate on the worksheet attached hereto as Exhibit "A
NOW, THEREFORE, BE IT RESOLVED BY THE CIE' COUNCIL OF THE CITY OF
VAN BUREN, ARKANSAS, THAI:
SECTION I: The City will participate in accordance with its desipptated responsibility in this
project, which includes providing electrical service, maintenance of the traffic
signal and associated control equipment, and 100% Many costs over the
maximum available ($350, 000.00 Federal-aid and 543,750 Stale) per project
SECTION 2: the Mayor or his designated representative is hereby authorized and directed to
execute all appropriate agreements and contracts necessary to expedite the
construction of this City project
SECTION 3: The City pledges its full support and hereby authorizes the Arkansas State
I lighway and Transportation Department to initiate action to implement this
project.
IN WITNESS WHEREOF, the City of Van Buren, Arkansas, by its City Council, did pass,
approve, and adopt, by a vote of _Offer and N against, the fcngoing Resolution at its meeting held on
the I5 day of October, 2012.
Robert D. Frew
Nlayor
ATTESTED: i re I ASTOFORM:
lr'M, C.LIr+' mi l
B arbieCutis C. fl Settle
City Cled✓rreasarer City Attorney
On the agenda next was to consider A RESOLUTION AUTHORIZING THE
MAYOR TO ENTER INTO A CONTRACT FOR CONSTRUCTION MANAGEMENT
SERVICES FOR DESIGN AND PROJECT OVERSIGHT OF A NEW FIRE STATION,
POLICE STATION AND SENIOR CENTER WITH STORM SHELTER. The City
Attorney read the Resolution in its entirety. Mayor Freeman asked if there was any discussion.
Alderman Parker mentioned she was delighted to have Crawford Construction. Alderman
Ragsdale noted that Crawford Construction built the county jail under budget and ahead of time.
Alderman Parker seconded by Alderman Ragsdale moved that the Resolution be adopted. On
the Clerk's calling the roll, the following vote resulted: Ayes Alderman Dodd, Sagely, Swaim,
Parker, Moore and Ragsdale. Nays none.
The Mayor thereupon declared the Resolution adopted and signed the Resolution, which
was attested by the City Clerk and impressed with the seal of the City.
THE RESOLUTION WAS GIVEN THE NUMBER 10 -3 -2012
CITY OF VAN BUREN, ARKANSAS
RESOLUTION NO. 10 3 2012
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN
ARKANSAS, A RESOLUTION TO BE ENTITLED:
A RESOLUTION AUTHORIZING THE MAYOR TO ENTER
INTO A CONTRACT FOR CONSTRUCTIOiN MANAGEMENT
SERVICES FOR DESIGN AND PROJECT OVERSIGHT OF A NEW
FIRE STATION, POLICE STATION AND SENIOR CENTER WITH
STORM SHELTER.
WHEREAS, the City of Van Buren, Arkansas has determined that it needs Construction
Management services in connection with the design and project oversight of a
new fire station, police station, and senior center with storm shelter within the
City; and
WHEREAS, the City advertised for services and the selection committee recommends
Crawford Construction Company, to be hired for afore mentioned services.
NOW, THEREFORE, BE IT RESOLVED 13Y THE CITY COUNCIL OF VAN
BUREN, ARKANSAS:
SECTION 1: The Mayor is authorized to enter into a contract with Crawford Construction
Company, to provide Construction Management services for the design and
project oversight of a new fire station, police station, and senior center with
storm shelter within the City.
IN 'WITNESS WHEREOF, the City of Van Buren, Arkansas, by its City Council,
did pass, approve, and adopt, by a vote of o for and ,Q against, the foregoing Resolution
at its regular meeting held on the 15 day of October, 2012.
4.1
Robert D. Freeman
Mayor
ATTESTED: APPROVED AS TO FORM:
�,!l.!1,0-' Lam' r
Barbie Curtis Candice A. Settle
City Clerk/Treasurer City Attorney
On the agenda next was to consider A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF VAN BUREN URGING ITS RESIDENTS TO PARTICIPATE IN
AMERICA RECYCLES DAY. The City Attorney read the Resolution in its entirety. Mayor
Freeman asked if there was any discussion, John Pope said that he was asked by Keep Arkansas
Beautiful to be state coordinator for this project this year and enrollment numbers have almost
tripled since he took over. Alderman Dodd seconded by Alderman Ragsdale moved that the
Resolution be adopted. On the Clerk's calling the roll, the following vote resulted: Ayes
Alderman Dodd, Sagely, Swaim, Parker, Moore and Ragsdale. Nays none.
The Mayor thereupon declared the Resolution adopted and signed the Resolution, which
was attested by the City Clerk and impressed with the seal of the City.
THE RESOLUTION WAS GIVEN THE NUMBER 10 -4 -2012
CITY OF VAN BUREN, ARKANSAS
RESOLUTION NO.16 -4 2012
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN,
ARKANSAS, A RESOLUTION TO BE ENTITLED:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF VAN BUREN URGING ITS RESIDENTS TO
PARTICIPATE IN AMERICA RECYCLES DAY.
WHEREAS, America Recycles Day, a program of Keep America Beautiful, is held annually on
November 15 and
WHEREAS, two million volunteers participated nationally in America Recycles Day at
various recycling and educational events in 2011; and
WHEREAS, since 1997, America Recycles Day is the only community- driven event dedicated
solely to recycling in the United States; and
WHEREAS, America Recycles Day is a Nationally recognized day with the goal of raising
awareness, motivating and promoting the benefits of recycling all year instead of
adding to our local landfills; and
WHEREAS, Keep Van Buren Beautiful, an affiliate of Keep America Beautiful, works closely
with local officials, students, residents, and local businesses by
encouraging them to recycle.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF VAN
BUREN, ARKANSAS, THAT:
i
SECTION 1: The City of Van Buren, Arkansas encourages its residents to participate in
curbside recycling by calling Deffenbaugh Industries, Inc. at 479 -471 -9500 and
request a recycle bin, and groups and organizations in the City of Van Buren to
participate by registering an educational or recycling event to be held on
Thursday, November 15, 2012.
IN WITNESS WHEREOF, the City of Van Buren, Arkansas, by its City Council, did
pass, approve, and adopt, by a vote of Jq_ for and 0 gain the foregoing Resolution at its
regular meeting held on the 15 day of October, 2012.
Robert D. Preen
Mayor
ATTESTED: I' R1 lig ED TO FORM:
C as
I3arbie Curtis Candice A. Settle
City Clerk/Treasurer City Attorney
On the agenda next was to consider AN ORDINANCE AUTHORIZING THE
MAYOR TO CONTRACT FOR INSTALLATION OF LIGHTING EQUIPMENT FOR
SOFTBALL FIELDS LOCATED AT THE FIELD OF DREAMS THROUGH THE
INTERLOCAL PURCHASING SYSTEM AND THE TEXAS ARKANSAS
PURCHASING SYSTEM "TIPS /TAPS COOPERATIVE PURCHASING PROGRAM;
DECLARING AN EMERGENCY; AND FOR OTHER PURPOSES. The City Attorney
read the Ordinance in its entirety. Alderman Ragsdale moved that the rules be suspended and the
Ordinance be placed on its second reading. The motion was seconded by Alderman Sagely.
The council followed with a unanimous vote. The City Attorney then read the Ordinance the
second time.
Alderman Dodd moved that the rules be further suspended and the Ordinance placed on
the third and final reading. The motion was seconded by Alderman Ragsdale. The council
followed with a unanimous vote. The City Attorney then read the Ordinance the third and final
time. The Mayor asked if there was any discussion. Mayor Freeman noted that the equipment
should be delivered within 60 -90 days of having signed the contract.
The Mayor then put the question, "Shall the Ordinance pass Motion was made by
Alderman Parker and seconded by Alderman Sagely to adopt the Ordinance. On the Clerk's
calling the roll, the following vote resulted: Ayes Alderman Dodd, Sagely, Swaim, Parker,
Moore and Ragsdale. The Mayor declared the motion earned as there were six (6) ayes and (0)
nays. Four (4) votes being necessary for passage.
Motion was made by Alderman Sagely and seconded by Alderman Ragsdale, that the
emergency clause be adopted. On the Clerk's calling the roll, the following vote resulted: Ayes
Alderman Dodd, Sagely, Swaim, Parker, Moore and Ragsdale. Nays none.
The Mayor then declared the Ordinance passed and signed same in open Council, duly
attested by the City Clerk.
THE ORDINANCE WAS GIVEN THE NUMBER 20 -2012
CITY OE VAX BUREN, ARKANSAS SECTION I_ The City of Van Buren, Arkansas is in immediate need of said installation, as set
forth above.
ORDINANCE NO. 2012 SEC170N 2: Said installation is to be contracted via TIPS/TAPS with Hill Elecvic, Inc, for the
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN, sum of S53,655.00 plus sales tax as applicable_
ARKANSAS, AN ORDINANCE TO BE ENTITLED: i SECTION 3: It is further found that due to the immediate need to contact for lighting
installation an emergency is declared to exist and this ord being necessary
AN ORDINANCE AUTHORIZL.G T'HE MAYOR TO
NA for the preservation of the public health, safety, and welfare, it shall take effect
CONTRACT FOR INSTALLATION OF LIGR'11NG EQUIPAIENT immediately from and after its passage and approval.
00R. SOFTBALL FIELDS LOCATED AT THE 0IE01) 00
DREAMS THROUGH THE INTERLOCAL PURCHASING SECTION •1: The Mayor and City Clerk are herebyau tborized by the City Council for the City
SYSTEAI ,AND THE TEXAS ARKANSAS PURCHASING SYSTEM of Van Buren to execute all documents, contracts, and agreements necessary to
"TIPS/TAPS COOPERATIVE PURCHASING PROGRAM; effectuate this Ordinance.
DECLARING AN EMERGENCY; AND FOR OTHER PURPOSES.
SECTION 5: The various provisions and pans of this Ordinance are hereby declared to be
WHEREAS, the City of Van Buren recognizes the need to provide for the recreational severable, and if any section or part ofa section, or any provision or part ofa
needs of its residents; and provision herein, nS is declared to be unconstitutional, inappropriate, or invalid by
WHEREAS, in an effort to meet the recognized recreational needs, the City desires to any court of competent jurisdiction, such holding shall not invalidate or affect the
construct and light new softball fields at the Field of Dreams; and remainder of this Ordinance and to that extent the provisions hereto are declared
to be severable.
WHEREAS, the City of Van Breen has contracted with MUSCO Lighting for the necessary
lighting ment; and
g e9urP. 1N W L'1'NESS WHEREOF, the City of Van Buren, Arkansas, by its City Council, did
WHEREAS, the City of Van Buren needs to contract for installation of said lighting equipment; pass, approve, and adopt, by a vote of for and 0 against, the foregoing Ordinance at
an d its regular rneeting held on the I day of October, 2012.
WHEREAS, the City is authorized to waive the expense and time of bidding by contracting for
installation of such equipment through a cooperative purchasing agreement such
as the one between the City of Van Buren and TIPS/TAPS, pursuant to ARK
CODE ANN. §19 -11 -249; and
Robert D. Freon
een
WHEREAS, the City has decided that it is in its best interest to contract for installation of the Mayor
above listed equipment via TIPS/TAPS, pursuant to the tends se forth in the
contract pricing worksheet attached hereto as Exhibit "A ATTESTED: A p \pPffil 70 FORM:
NOW, THEREFORE, BE IT ORDAINED AND ENACTED BY THE CITY kite'
COUNCIL 00 THE CITY OF VAN BUREN, ARKANSAS, TIIA'I': -toe. UALl2
Barbie Curtis Candice Settle.
City ClerklTreasurer City Attorney
On the agenda next was to consider AN ORDINANCE LEVYING (RENEWING)
THE MILLAGE TAX FOR THE CITY GENERAL MUNICIPAL PURPOSES AND FOR
THE PUBLIC LIBRARY PURPOSES FOR THE YEAR 2012; DECLARING AN
EMERGENCY; AND FOR OTHER PURPOSES. The City Attorney read the Ordinance in
its entirety. Alderman Ragsdale moved that the rules be suspended and the Ordinance be placed
on its second reading. The motion was seconded by Alderman Parker. The council followed
with a unanimous vote. The City Attorney then read the Ordinance the second time.
Alderman Sagely moved that the rules be further suspended and the Ordinance placed on
the third and final reading. The motion was seconded by Alderman Ragsdale. The council
followed with a unanimous vote. The City Attorney then read the Ordinance the third and final
time. The Mayor asked if there was any discussion. There was none.
The Mayor then put the question, "Shall the Ordinance pass Motion was made by
Alderman Parker and seconded by Alderman Dodd to adopt the Ordinance. On the Clerk's
calling the roll. the following vote resulted: Ayes Alderman Dodd, Sagely, Swaim, Parker.
Moore and Ragsdale. The Mayor declared the motion carried as there were six (6) ayes and (0)
nays. Four (4) votes being necessary for passage.
Motion was made by Alderman Ragsdale and seconded by Alderman Moore, that the
emergency clause be adopted. On the Clerk's calling the roll, the following vote resulted: Ayes
Alderman Dodd, Sagely, Swaim, Parker, Moore and Ragsdale. Nays none.
The Mayor then declared the Ordinance passed and signed same in open Council, duly
attested by the City Clerk.
THE ORDINANCE WAS GIVEN THE NUMBER 21 -2012
SECTION 2:The rate of all real and personal property
CITY OF VAN BUREN in the City of ,Vah;Biren, Arkansas, for the year of
CITY OF B 20122 for. the mamtenance of a'City Pubtic Library,
ORDINANCE NO. 21 -2012 under the authorityof a x
BE IT ENACTED BY THE CITY COUNCIL, FOR THE vote of�tho people :of the Crty of Van Buren Arkan-
OF VAN BUREN, ARKANSAS AN ORDINANCE TO E c an s heCity General p
CITY_ Elections held ()tithe 7th day of April,' -1942 ,(l an
AN'ORDINANCE LEVYING (RENEWING) THE MILLAGE and thro 8th
is h y of November,. 1994, (.4 on t be :and
TAX FOR THE CITY GENERAL MUNICIPAL PURPOSES thesame is. hereby l u d
'valuation at 1.4.mills on the dollar
AND FOR THE•PUBLIC LIBRARY PURPOSES FOR THE of thc'es c t o t a at d t h ;i
e t of per
sonal
YEAR. -2012; DECLARING AN EMERGENCY;'AND FOR V Van Bu j rkans as s h the 'year 2 2012, f t
OTHER PURPOSES.. Van Buren enante utp os eS sUbjett for 0 •prov
WHEREAS;' the Cit of Van Buren, •Arkansas, duly brary of t
An enance: purpes subject Jo' the •provi-
Y
inior lions of Act Noz848 of 1961; the s me•bei ase in 'pora[ed under tfielaws of the State of Arkansas, merit orjrollback of.tax•rates, due to'increase' in ag-
withall authority duties•of a city of the gregate valuation of taxable property':,
First Gass; and SECTION 3: A Certified ,Of this Ordinance shall
WHEREAS;`, the purpose of this Ordinance is immedi- be'I.filed :in theoffice of.the County_Clerk of .Crawford
ately necessary for preservation of the health, County, %Arkansas; in order that the Quorum'Court of
safety. and welfare of the inhabitants of the City of Crawford County, Arkansas, mayinc the same' in
Van Buren, _Arkansas, and anernergenc exists which the "generaf levy'of the.year 2012 and cause the same
requires that this Ordinance become immediately ef- to; be':extended upon the tax, books: and collected as
fectiYe and in full force and effect and required bylaw
WHEREAS, :the City Van Buren, Arkansas, must SECTION 4 This Ordinance being immediately neces-
have funds for its municipal operations, and sary ".to; obtain revenue to pay; expenses of the City
can'only obtain the requisite funding to- continue its Government forth City of Van Buren ;Arkansas, and
current level of services to its citizens by renewing necessaiytin; providingfor_Uie- immediate preserva-
the levy •of a 2 mill tax on real and personal property, tionof the public peace, health, and safety; an emer-
for the. general municipal purpose of the City, and by gency+ edeclared to exist and -this Ordinance. shall
renewing the; -levy of a 1.4 mill tax on real and per be, take'effect and be in force after` its passage and
sonal property tax for the Van Buren library mainte-
_s•;; T,ORDAINED AND ENACTED publication
nonce purposes
(-THEREFORE,' BE I k sas, WITNESS WHEREOF, Cou the City a Van .Buren. Ar-
NOM :THEREFORE,'
CITY COUNCIL OF adopts, by its City 6 o r and pass, approve, and THE CITY OF VAN BUREN, ARKANSAS; THAT: adopt, branteof, Bs foradd 0. against, lin held the
SECTION .1: The rate of all real and ersonal property going y oif October, 201 gular meeting held on the
P f P Y Robert D Freeman ray of October, 2012
er Van Bu al niunicirtal Arkansas for the year for e
as under th horny of
Sec- Roti
eripal�:purposee authority Sc-
tion 4, Article XII, of the' Constitution of 1874, of the ATFESTED r
State of Arkansas,` be, and the same is hereby affixed Barbie Curtis City Clerk /Treasurer APPROVED AS
at 2 millg on the dollar of the assessed valuation of all TO FORM Candice A. Settle; City Attorney
real -property subject to taxation in the City of Nan Published in the October 20, 2012 issue of the Press
Buren; Arkansas;•for the year 2012, for general mu- Argus Courier.
nicioal purposes
On the agenda next was to consider AN ORDINANCE TO WAIVE COMPETITIVE
BIDDING AND TO AUTHORIZE THE REIMBURSEMENT OF CRAWFORD
COUNTY FOR BRIDGE REPLACEMENT COSTS ON EAST POINTER TRAIL. The
City Attorney read the Ordinance in its entirety. Alderman Dodd moved that the rules be
suspended and the Ordinance be placed on its second reading. The motion was seconded by
Alderman Sagely. The council followed with a unanimous vote. The City Attorney then read
the Ordinance the second time.
Alderman Ragsdale moved that the rules be further suspended and the Ordinance placed
on the third and final reading. The motion was seconded by Alderman Dodd. The council
followed with a unanimous vote. The City Attorney then read the Ordinance the third and final
time. The Mayor asked if there was any discussion. Mayor Freeman mentioned this is the same
as last year's project at a different location.
The Mayor then put the question, "Shall the Ordinance pass Motion was made by
Alderman Parker and seconded by Alderman Ragsdale to adopt the Ordinance. On the Clerk's
calling the roll, the following vote resulted: Ayes Alderman Dodd, Sagely, Swaim, Parker,
Moore and Ragsdale. The Mayor declared the motion carried as there were six (6) ayes and (0)
nays. Four (4) votes being necessary for passage.
The Mayor then declared the Ordinance passed and signed same in open Council, duly
attested by the City Clerk.
THE ORDINANCE WAS GIVEN THE NUMBER 22 -2012
NOW, TI IEREFORE, BE IT ORDININED AND ENACTED BY THE CITY
CITY OF VAN BUREN, ARKANSAS COUNCIL OF VAN BUREN, ARKANSAS, THAI:
ORDINANCE N0. -2012 SECTION 1. The Ciry of Van Buren commits up to 875, 000.00 to Crawford County for its share
of costs for the replacement of the East Pointer Trail bridge project within its
BE IT ENACTED BY THE CITY COUNCIL FOR 123E CITY OF VAN BUREN, corporate city limits.
ANKANSAS, AN ORDIN:W CETO BE ENTITLED:
SECTION 2. The Mayor and City Clerk are hereby authorized by the City Council for the City of
AN ORDINANCE TO WAIVE COMPETITIVE BIDDING Van Breen to reimburse Crawford County, from capital improvement funds, up to
AN`D TO AUTHORIZE THE REAIBURSMEY E OF $75, 000.00 for its share of improvements made to the East Pointer Trail
CRAN'FORD COUNTY FOR BRIDGE REPLACEMENT bridge project.
COSTS ON EAST POINTER TRAIL. SECTION 3. The City Council in accordance with the terms ofARIC CODE ANN. 14-58
WHEREAS, the East Pointer Trail bridge lies on the border of the City of Van Buren and 303(bX2XB), hereby waives the requirement f competitive bidding and
authorizes and directs the Mayor to enter into a contras within the guidelines set
unincorporated Crawford County as a result of which the two entities have
historically split the cost of repairs and maintenance to said bridge; and forth in Section 2 above.
WHEREAS, said bridge tomneed of replacement for the health, safety, and welfare of the
IN TESTIMONY WHEREOF, the City of Van Breen, Arkansas, by its City Council, did
citizens of the community; and
pass, approve, and adopt, by a vote of for and Q against, the foregoing Resolution at its
WHEREAS, replacement of said bridge has been competitively bid by the Crawford County regular meeting held on the 15` day of October, 2012.
Judge with the low bid of S212, 342.00 from Crawford Construction Company
worksheet attached hereto Exhibit `A'; and
WHREAS, the City Council has determined, pursuant o ARE. CODE ANN. 14 -58-
303(b)(2)(B) that exceptional circumstances exist, which render the competitive Ro•erc D. Free
part practical; and Mayor biddiu
g process on the art ofthe City of Van Buren to not be
WHEREAS, the Arkansas Department of Emergency Management has committed 575,000.00m ATTESTED: •RiV'D-A To FORM: said project; and N
WHEREAS, replacement of said bride will be made, for which the City of Van Buren will
commit funds not to exceed $/5,000.00 to Crawford County for its share of bio ur
replacement costs. Bnuarbie Curti s dice A. Settle
City Clerlrlfreasurer City Attorney
On the agenda next was to consider AN ORDINANCE TO WAIVE COMPETITIVE
BIDDING AND AUTHORIZE A CONTRACT FOR, AND PURCHASE OF, A PIERCE
FIRE APPARATUS ON A SABER CUSTOM CHASSIS FROM PIERCE
MANUFACTURING; FOR THE APPROPRIATION OF FUNDS; DECLARING AN
EMERGENCY; AND FOR OTHER PURPOSES. The City Attorney read the Ordinance in
its entirety. Alderman Sagely moved that the rules be suspended and the Ordinance be placed on
its second reading. The motion was seconded by Alderman Ragsdale. The council followed
with a unanimous vote. The City Attorney then read the Ordinance the second time.
Alderman Ragsdale moved that the rules be further suspended and the Ordinance placed
on the third and final reading. The motion was seconded by Alderman Parker. The council
followed with a unanimous vote. The City Attorney then read the Ordinance the third and final
time. The Mayor asked if there was any discussion. Mayor Freeman clarified that all of our
pumpers are Pierce and our city mechanic has received special training in maintaining these. He
also said that this is the first commitment of funds from the Fire Department bonds. Alderman
Parker questioned a $10,000 discrepancy. Mayor Freeman replied that the 5442,422 within the
ordinance is the purchase price, but with the $250,000 due with the signed contract, that we are
approving now, we will get a discount and that will lower the total amount to $431,800. The
amount within the ordinance needs to be changed to $431,800.
The Mayor then put the question, "Shall the Ordinance pass Motion was made by
Alderman Parker and seconded by Alderman Moore to adopt the Ordinance as amended. On the
Clerk's calling the roll, the following vote resulted: Ayes Alderman Dodd, Sagely, Swaim,
Parker, Moore and Ragsdale. The Mayor declared the motion carried as there were six (6) ayes
and (0) nays. Four (4) votes being necessary for passage.
Motion was made by Alderman Dodd and seconded by Alderman Ragsdale, that the
emergency clause be adopted. On the Clerk's calling the roll, the following vote resulted: Ayes
Alderman Dodd, Sagely, Swaim. Parker, Moore and Ragsdale. Nays none.
The Mayor then declared the Ordinance passed and signed same in open Council, duly
attested by the City Clerk.
THE ORDINANCE WAS GIVEN THE NUMBER 23 -2012
SECTION I: The Fire Department of the City of Van Buren, Arkansas is in immediate need to
CITY OF VAN BUREN, ARKANSAS purchase the Pierce Fire Apparatus on a Saber Custom Chassis and associated fuofghting
ORDINANCE110. -2012 quipmm0
RE IT ENACTEDBY THE COY COUNCIL, FOR THE CITY OF VAN YURGN, ARKANSAS SECTION 3: That the pumluae of aid fire appaams,and aswnama fne5ghdogequipmcot listed in
Ali ORDINANCE TO BE ENTITLED, Exhibit "B" hereto from Pierce ManuPochdn0 looted in Appleton Wisconsin, for the
sum of $431,800.00, pursuant to the contact attached hereto as Exhibit "A" is necessary
AN ORDINANCE TO WAIVE COMPETITIVE B0DLWC AND to protect the lire and safety of Van Buren citizens.
AUTI1ORIZE A CONTRACT TOR, AND PURCHASE 00, A
01000000 FIRE APPARATUS ON A SABER CUSTOM CHASSIS SECTION 3: The City Council in accordance with the terms ofA.CA 14-58 hereby waives the
FROM PIERCE DLANUFACTURLNC; FOR 1TI4: requirement of competitive bidding and directs the Mayor o purchase the
APPROPRIATION OF FUNDS; 000LARLCG AN EMERGENCY; above described for NC forth in Section 2 above udlido Fib
AND FOR OTTER PURPOSES. P^°e set 8 Ming
Improvement FUndS.
WHEREAS, Inc City of Van mien is in need nrat additional rte apparatus for the s,rnr of life and SECTION a.. It furlhef(GEM that due to the immediate need to acw;re this tile appaaaNS and
Tooth. ofprope,y by the City of V an BumoFire Dcpatmeat, and
associated equipment anemergency is declared to exist and this ordinance being
IVMEREAS, after extensive research and inquiry, the City of Van Bmeu Fire Chief has determiwd ssary for the preservation of the public health, safety, and welfare. it shall take effect
that utiving the HGAC program would be the most practical, feasible and east effective from and also its passage and approvef
method to purchase a new Pierce 'I riple Combination Fire Apparatus on a Saber Custom
Chassis conforming to all Federal Department ofTRnspolntion (D01) roles and 5000110045; The Mayor and City Clerk are hereby authorized by the City Council for the Ciry ofVan
«Dulntlom in effect at the time of proposal and with all National Fire Protection. Buren to execute all documents, contracts, and agreements necessary to effectuate this
Association (NEPA) Guidelines for Automotive Fire Apparatus as published at the time Ordinance, including Exhibit "B".
of proposal. 11 will be equipped with a Cummins diesel 0SL 400 HP engine, LED light
package, 1250 gallons per minute Waterous pump and other aoessones as sat forth In SDETI�¢' The various provisions and pats or this Ordinance are hereby declared a be severable,
P.JTrt This vehicle is uniquely suited to the needs of Vat Buren, and that no other and. if anyscctiou or pan of a section. or any provision or part of a provision herein, is
vehicle, for the same price, is n reasonably suitable alternative; and
declared to be unconstitutional, inappropriate, valid by any WW1 ofcompetent
WHEREAS, the cost ofthis Pierce fire apparatus and equipment is a total price of 1431,800.00 which jurisdiction, audi bolding shall not invalidate or affect the remainder of this Ordinance
exceeds the limit for purchase without competitive bidding; and and to that extent the provisions hereto are declared to be severable.
WHEREAS, the City Council has determined, pursuant to A.C.A. 14-55 -302 that exceptional LV WITNESS WHEREOF, the City of Van Buren, Askan its Co ry Council, did pass,
t which render the competitive bidding process to not be practical et approve. and adopt, by ante ofy_ for and° against, the fmn8•og Or imam al its regular mecting
feas circumstances
blG and held m the 15 day of October, 2012. 1
WHEREAS, a state of emergency exists because the Pierce fire apparatus will provide life safety and V
protection ofpmperty not now available, and because the unit will take approximately Robert D. Preefiav
eight months for manufacture and deliver. Mayor
NOW, THEREFORE. BE IP OINALV'EDA.40 ENACTED BY THE CITY COLINCR.OF ATTESTED: 510 FORM:
TEE CITY 00 VAN BUREN, ARKANSAS, THAT:
a _Me"
Barbie Curds Candice A. Sett
cryC1eN?reasurer City Attorney
Next on the agenda was Boards and Commissions. The A P Commission
recommended the appointment of Dava .fennen to fill the vacant position within the commission.
Alderman Dodd seconded by Alderman Parker made a notion to grant the nomination. The
Council followed with a unanimous vote.
Next on the agenda was the Financial Statement. Motion was made by Alderman
Ragsdale and seconded by Alderman Moore to appropriate the sum of 1,122,918.60 to pay
expenses and salaries for September 2012, presented by the City Clerk. The Council followed
with a unanimous vote.
i
Y 10-09 -2012 11: 17 AM C I T Y O F VAN 8 8 9 4 0 PACE: 1
TRIAL BALANCE E
S i AS CF: SEPTEMBER 30TN, 2012
i
10 General Fund f
M000TS TO GTE YEAR TO GATE
ACCTX ACCOUNT NAME DEBITS CREDIT DEBITS CREDIT$
ASSETS
6 1000 Petty Cash 0.00 200.00
1020 Cash in Bank 132,816.62 190,222.06
1020.03 Cash In BankASP'sa'dalmart Gra 0.00 0 -00 i
1020.04 Veterans' Memorial -Act 934 0.00 121,923.30 1
y 1020.05 2009 Byrne Recovery Grant 0.00 0.00 0 A 1
1020.06 2009 Byrne Grant 0.00 0.00
1020.07 2007 Byrne Grant 0.00 0 8 5 9, 0 1 1. 8 7+
1020.08 Cash In Bank- Storm Damage 0.00 0.00
1, 977.09-
1020.09 District Cout Grant-Mediation 0.00 25.00
1020.10 Cash in Bank ADC 130.00 4,037.70 99,991
1020.11 Cash in Bank -RVBB 975.00 2, 525.00 1 1 4 2• 3 9 t
1020.12 Emergency Management Fond 0.00 0.00 5 5 7 c 49 7
1020,13 Cash In Bank -ACT 833 0.00 52,119.92 7 5 7 7 5
1020.14 Court Automation District 1,707.50 07,409.14
1020.15 Cash In Bank -ACT 1314 0.00 0.00 4 2 4 0 0 D 0
1 0 2 0 1 6 AR Dept of Rural Services 0.00 0.00 4 2 1 2 2 C 0 i
1020.17 New Police Dept 0.00 35,000.00 1 8 0 7 '0 1
1020.18 Cash in Bank P7 Co Tax 22,645.58 54.460.03. 0 0 9
1020.1 Cash in Bank F0 Co Tax 23,377.88 132,263 -60
1020.20 Cash In Bank Erosion Control 325.00 11,300.00 1 1 22 9 1 3 6 0 R
1020.22 Cash In sank -PEG Grant 0.00 10,000.00
1020.27 Cash in Bank Levee 0.00 8,395,26
1020.20 Marina Repairs 0.00 10,865.39
1020.30 Field of Dreams- Equipment 0.00 0.00 1
1020.31 Cash in Bank Parks 2 ReC 24,952.90 27,329.04
1020.32 GIF -Parks 6 Recreation 0.00 0.00 f.
1020.33 Cash. in Bank -YarC Waste 6,821.74 100,155.08
1020.51 Cash in Bank Cemetery 486.10 515.26
1020.91 Cast In Bank Cep Imp 139,674.99 106,693.39
1040 Investments 0.00 0.00
1040.10 Investments Sales Tax City 3.00 0.00
1040.10 Investments PD Co Tax 0.00 0.00
1040.19 Investments F0 Co Tax 0.00 0.00
1040.27 Investments Levee 0.00 0.00
1040.31 Investments Parks s Rea 0.00 0.00
1040.51 Investments Cemetery 0.00 38,752.59
1040.91 Investments Cap Imp 0.00 620,188.55
1050 Fixed Assets C.00 0.00
1051 Accumulated Depreciation 0.00 0.00
1504 Due from Payroll 0.00 0.00
1505 Due From Other Feed* 0.00 0.00
1520 Due from Street Fond 4.85 2.20
1540 Due From Library Fund 0.29 0.00
LIABILITIES AND FUND BALANCE
2000 Accounts Payable 0100 0.00
1 1
Next Police, Fire, Building Inspector, Engineer and Ambulance Reports were
presented for filing. There being no further questions or changes, the reports were filed as
submitted.
Next on the agenda was Miscellaneous and General Discussion. The council had a
request from Mount Olive Church to close streets on Wednesday, October 31, 2012 for their
annual Trunk or Treat event. Motion was made by Alderman Dodd and seconded by Alderman
Sagely to grant their request. The council followed with a unanimous vote. The council also had
a request regarding street closings for the Veteran's Day Parade on Monday, November 12,
2012. Motion was made by Alderman Parker and seconded by Alderman Dodd to grant their
request. The council followed with a unanimous vote.
Mayor Freeman mentioned that each council member was provided a copy of the
Volunteer packet put together by Jennifer Froud. It has been submitted. Next, he explained the
financial audit has been completed with no significant findings, and we are waiting for the final
report to come back. Also, everyone was provided a draft noise ordinance for review with action
to come at a later time. Lastly, congratulations to Officer David Passen for receiving "Officer of
the Year" award.
John Pope briefly spoke on the city wide clean up this Saturday. They are meeting at
Lake Lou Emma and will be working from nine a.m. to noon.
Mayor Freeman introduced Brooklyn Cousins who was observing the council for a paper
she is writing.
There being no further business, motion was made by Alderman Dodd and
seconded by Alderman Ragsdale to adjourn. The Council followed with a unanimous
vote. The meeting adjourned at 7:50 p.m.
ATTESTED: A" PR VED:
i 1 t
CITY CLERK TREASURER MAYOR