08 August 2013 Regular i r
MINUTES OF THE VAN BUREN, ARKANSAS
CITY COUNCIL MEETING AUGUST 19, 2013
The City Council of the City of Van Buren, Arkansas met at 7:00 p.m. Monday, August
19, 2013 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 Parker, Blake,
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 Patrick Kimberland of Butterfield Assembly of God
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 July 15, 2013. Alderman Parker made a motion to approve the minutes. Alderman Ragsdale
seconded the motion. On roll call, the following Council members voted aye: Alderman Sagely,
Parker, Blake, Moore, Ragsdale, and Dodd. The following voted nay: none.
On the agenda next was to consider A RESOLUTION AUTHORIZING THE
MAYOR TO SUBMIT AN APPLICATION FOR GRANT FUNDS FOR THE
EXPANSION OF BEKAERT CORPORATION. The Clerk read the Resolution in its
entirety. Mayor Freeman asked if there was any discussion. Mayor Freeman noted that
the project will be $265,000.00 for the expansion improvements on the parking lot. The
application process would be executed by the City of Van Buren, but it is actually a
Bekaert application process with Western Arkansas Planning and Development District.
The funds will come into the city from the state and be administered out for the
monitoring of the forty -five jobs. Alderman Ragsdale seconded by Alderman Sagely
moved that the Resolution be adopted. On the Clerk's calling the roll, the following vote
resulted: Ayes Alderman Sagely, Parker, Blake, Moore, Ragsdale, and Dodd. 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 8 -1 -2013
CITY OF VAN BUREN, ARKANSAS
RESOLUTION NO. 3 2013
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
SUBMIT AN APPLICATION FOR GRANT FUNDS FOR
THE EXPANSION OF BEKAERT CORPORATION.
WHEREAS, the City of Van Buren is applying to the State of Arkansas for an Arkansas
Community and Economic Development Grant; and
WHEREAS, it is necessary that certain conditions be met as part of the application
requirements; and
WHEREAS, the City of Van Buren has conducted a public hearing as part of the application
process to receive and consider comments on community development and
housing needs, and proposed activities; and
WHEREAS, as a result of the public hearing, the City of Van Buren will identify and
prioritize the community development and housing needs.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF VAN
BUREN, ARKANSAS, THAT:
Section 1: The Mayor is authorized to submit an application to the State of Arkansas, on
behalf of the City of Van Buren, for the expansion of the Bekaert Corporation in
Van Buren, Arkansas and for the creation of 45 new full -time jobs if the grant is
awarded.
IN WITNESS WHEREOF, the City of Van Buren, Arkansas, by its City Council, did
pass, approve, and adopt, by a vote of La for and 0 against e foregoing Resolution at its
regular meeting held on the 19 day of August 2013.
Robert i reema
Mayor
AT JESTED: OVED AS TO FORM:
Barbie Curtis
e le
City Clerk/Treasurer City A�ornQ33
On the agenda next was to consider A RESOLUTION AUTHORIZING THE
MAYOR TO DESIGNATE WESTERN ARKANSAS PLANNING AND
DEVELOPMENT DISTRICT, INC., TO ASSIST THE CITY OF VAN BUREN
WITH ADMINISTRATION OF AN ARKANSAS COMMUNITY AND
ECONOMIC DEVELOPMENT PROGRAM GRANT. The Clerk read the Resolution
in its entirety. Mayor Freeman asked if there was any discussion. Mayor Freeman added
that as a part of the grant process, the monitoring of the forty -five jobs is directly tied to
the Bekaert applications. Western Arkansas Planning and Development District will do
the applications, the follow up, and will apply for the funds. 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 Sagely, Parker, Blake, Moore,
Ragsdale, and Dodd. 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 8 -2 -2013
CITY OF VAN BUREN, ARKANSAS
RESOLUTION NO. 02. 2013
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 DESIGNATE
WESTERN ARKANSAS PLANNING AND DEVELOPMENT
DISTRICT, INC., TO ASSIST THE CITY OF VAN BUREN WITH
ADMINISTRATION OF AN ARKANSAS COMMUNITY AND
ECONOMIC DEVELOPMENT PROGRAM GRANT.
WHEREAS, the City of Van Buren, Arkansas is applying to the Arkansas Economic Development
Commission and anticipates being awarded an economic development grant set -aside
for industry with the Economic Development Program; and
WHEREAS, the City of Van Buren, Arkansas recognizes the need for assistance in administering the
ACEDP grant in compliance with the Arkansas Economic Development Commission's
regulations and State and Federal Statues.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF VAN BUREN,
ARKANSAS, 'THAT:
SECTION 1: The City Council of the City of Van Buren hereby authorizes the Mayor to enter into an
Administrative Services Contract with the Western Arkansas Planning and Development
District, Inc., for the purposes of properly administering the Van Buren ACEDP grant, if
awarded.
IN WITNESS WHEREOF, the City of Van Buren, Arkansas, by its City Council, did
pass, approve, and adopt, by a vote of 6 for s against the foregoing Resolution at its
regular meeting held on the 19 day of August 21
Robert D. F -man
Mayor
PRO i
ATTESTED A'. T FORM:
Barbie Curtis '�Candiee A. Settle
City Clerk/Treasurer City Attorney
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 Clerk
read the Resolution in its entirety. Mayor Freeman asked if there was any discussion.
Mayor Freeman explained that the first two items were two servers; one acquired in 2007
and the other in 2009. Those were critical pieces of software in the city clerk's office that
needed to be replaced. The third item from the police department was a copy machine
that was acquired in 2005 and is being used as a trade -in on a new copy machine.
Alderman Dodd seconded by Alderman Parker moved that the Resolution be adopted.
On the Clerk's calling the roll, the following vote resulted: Ayes Alderman Sagely,
Parker, Blake, Moore, Ragsdale, and Dodd. 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 8 -3 -2013
CITY OF VAN BUREN, ARKANSAS
RESOLUTION NO. 3 2013
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN,
ARKANSAS, A RESOLUTION TO BE ENTITLED:
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.
WHEREAS, the City of Van Buren has certain fixed assets on its Fixed Asset Inventory List which are
obsolete, and/or beyond repair, and are no longer cost effective, so as to no longer be needed by
the City; and
WHEREAS, after an inventory of fixed assets, it is therefore recommended by our State 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 law.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF VAN BUREN,
ARKANSAS, THAT:
SECTION 1: The Mayor and City Clerk are hereby authorized to remove the following asset or assets
from the Fixed Asset Inventory and to dispose of same by sealed bid, auction or other such
methods authorized under the law:
Department Amount Description of Inventory Control
City Clerk $4017.60 HP Proliant Server CC -63
S/N MXQ913012J
City Clerk $3295.50 HP Network Server CC -62
S/N MXQ73501ES
Police Dept $4075.00 Canon Copy Machine PD -596
S/N KJCO3252
IN WITNESS WHEREOF, the City of Van Buren Arkansas, by its City Council, did pass,
J
approve, and adopt, by a vote of for and 0 ag. i t foregoing Resolution at its regular
meeting held on the 19 day of August 2013. 0
11
Robert II. Fre an
Mayor
ATTESTED: APPROyED S TO FORM:
Barbie Curtis Candice A. Settle
City Clerk/Treasurer City Attorney
Next, City Planner Joe Hurst and GIS /IT Coordinator Kristifier Paxton did a
presentation concerning a 50/50 match grant. Joe Hurst, as he goes through the
presentation, comments on the three projects: First, after commenting on the game
"pickle ball," he discussed resurfacing the basketball court at the park in Rolling Hills by
adding in a pickle ball area. The estimated cost would be $25,000.00. The second project
is the adding of restrooms at the city park and the burial of city utility cables
underground. The estimated cost would be $75,000.00. Lastly, a project at the Field of
Dreams constructing a couple of covered pavilions and adding play ground equipment.
The price would be $30,000.00 to construct two of these pavilions. With the 50/50 match
the total for all of these projects could end up ranging from $80,000.00 to $85,000.00.
Mayor Freeman interjected that in the past the issues with the grants had been the lack of
funds to match. He noted the key factors and acknowledges the necessities of the people.
Therefore, adding the goal to continue the process and work towards the next phase.
Alderman Parker commented that Joe did an excellent job in planning and involving the
various ages from senior citizens to young children. Alderman Sagely asked about how
many parking spaces will be available. Joe Hurst replied that they are planning for eight
spaces. Mayor Freeman asked which project the state senator was excited about. Joe
replied that he was most excited about the pickle ball area. Mayor Freeman commented
that although not a part of the grant, we have ordered some disc golf baskets for
installation around the back of Lake Cap Bedell. John Pope questioned whether the
basketball /pickle ball court will be upgraded for basketball as well as whether there will
be lights added. Joe Hurst replied that as of now they have not accounted for lights, but
the whole court will be asphalt overlaid with tennis like surface on just the pickle ball
half of the court. John also suggested buying playground equipment made from recycled
material.
On the agenda next was to consider A RESOLUTION AUTHORIZING THE
MAYOR TO SUBMIT AN APPLICATION FOR A 50/50 MATCHING GRANT
FROM THE ARKANSAS DEPARTMENT OF PARKS AND TOURISM'S
OUTDOOR RECREATION PROGRAM ON BEHALF OF THE CITY OF VAN
BUREN, ARKANSAS, AND FOR OTHER PURPOSES. The Clerk read the
Resolution in its entirety. Mayor Freeman asked if there was any discussion. There was
none. Alderman Sagely seconded by Alderman Ragsdale moved that the Resolution be
adopted. On the Clerk's calling the roll, the following vote resulted: Ayes Alderman
Sagely, Parker, Blake, Moore, Ragsdale, and Dodd. 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 8 -4 -2013
CITY OF VAN BUREN, ARKANSAS
RESOLUTION NO. g 2013
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 SUBMIT
AN APPLICATION FOR A 50/50 MATCHING GRANT FROM
THE ARKANSAS DEPARTMENT OF PARKS AND
TOURISM'S OUTDOOR RECREATION PROGRAM ON
BEHALF OF THE CITY OF VAN BUREN, ARKANSAS, AND
FOR OTHER PURPOSES.
WHEREAS, the City of Van Buren, Arkansas seeks to improve the recreation facilities
and wishes to seek grant funding assistance; and
WHEREAS, in order to obtain the funds necessary to develop and/or improve the site for
such a recreation area, it is necessary to obtain a 50/50 Matching Grant
from the Arkansas Department of Parks and Tourism's Outdoor Recreation
Program; and
WHEREAS, the plans for such recreation areas have been prepared and the price
therefore has been established; and
WHEREAS, this governing body understands the grantee and grantor will enter into a
binding agreement which obligates both parties to policies and procedures
contained in the Land and Water Conservation Fund Grants Manual,
including but not limited to the following; the park area defined by the
project boundary map, submitted in the application, must remain in outdoor
recreation use in perpetuity, regardless if the property is bought or
developed with matching grant funds; and all present and future overhead
utility lines within the project boundary must be routed away or placed
underground; and the project area must remain open and available for use
by the public at all reasonable times of the day and year; and facilities can
be reserved for special events, league play, etc., but cannot be reserved,
leased or assigned for exclusive use; and the project area must be kept
clean, maintained and operated in a safe and healthful manner.
This City Council is well aware and apprised of the above mentioned project, and
will provide the local portion of the development cost of the entire project.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF VAN BUREN,
ARKANSAS, THAT:
SECTION 1: The Mayor is hereby authorized to make an application to the Arkansas
Department of Parks and Tourism for assistance to develop recreational
facilities at the Field of Dreams, Dr. Louis Peer Memorial City Park, and
the Rolling Hills Subdivision Park for the City of Van Buren, Arkansas;
therefore such application shall be submitted as expediently as possible.
IN WITNESS WHEREOF, the City of Van Buren, Arkansas, by its City Council, did
pass, approve, and adopt, by a vote of fo- for and g, st the foregoing Resolution at its
regular meeting held on the 19 day of August 2013.
Ro. -rt 9. Freeman
Mayor
ATTESTED: 'PROVED A 0 ORM:
.6001.
Barbie Curtis e
City Clerk/Treasurer City Attorney�
On the agenda next was to consider AN ORDINANCE FOR COMPLIANCE
WITH ARK. CODE ANN. 14 -42 -107, AUTHORIZING THE CITY TO
CONDUCT BUSINESS WITH AN OFFICIAL OR EMPLOYEE OF THE CITY
OF VAN BUREN, DECLARING AN EMERGENCY; AND FOR OTHER
PURPOSES. The Clerk 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 Moore. The council followed with a unanimous vote.
The Clerk 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 Clerk then read the Ordinance the third and final time.
The Mayor asked if there was any discussion. Alderman Dodd asked if this meant that we do
business with these businesses exclusively. Mayor Freeman clarified that this does not mean that
the city exclusively does business with these two places. There was a supplemental finding that
the two businesses listed have conducted business with the city over a lengthy time. The Mayor
then explained the statute in depth. 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
Sagely, Parker, Blake, Moore, Ragsdale, and Dodd. 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 Sagely, Parker, Blake, Moore, Ragsdale, and Dodd. 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 8 -2013
CITY OF VAN BUREN, ARKANSAS
ORDINANCE NO. 2 2013
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN,
ARKANSAS, AN ORDINANCE TO BE ENTITLED:
AN ORDINANCE FOR COMPLIANCE WITH ARK. CODE
ANN. 14 -42 -107, AUTHORIZING THE CITY TO CONDUCT
BUSINESS WITH AN OFFICIAL OR EMPLOYEE OF THE CITY
OF VAN BUREN, DECLARING AN EMERGENCY; AND FOR
OTHER PURPOSES.
WHEREAS, A.C.A 14 -42 -107 requires an ordinance be enacted specifically permitting the
conducting of any business between an official or employee of the city and the
City of Van Buren; and
WHEREAS, the City of Van Buren wishes to conduct business, on an ongoing basis, with
Coombes Dirt Pit and/or Coombes Trucking, which is owned by Mr. Rick
Coombes, brother of Van Buren city employee Mr. Bruce Coombes; and
WHEREAS, the City of Van Buren wishes to conduct business, on an ongoing basis, with
Williams Florist, which is owned by Mr. Gene Bell and Mr. Rick and Mrs. Robbie
Spoon, relatives of Van Buren City Clerk Mrs. Barbie Curtis; and
WHEREAS, it is the desire of the Administration and the Van Buren City Council that in
compliance with A.C.A. 14 -42 -107 is satisfied for the conducting of all city
business; and
WHEREAS, the purpose of this Ordinance is immediately necessary for preservation of the
health, safety and welfare of the inhabitants of the City of Van Buren, Arkansas
and an emergency exists which requires that this Ordinance become immediately
effective and in full force and effect.
NOW, THEREFORE, BE IT ORDAINED AND ENACTED BY THE CITY
COUNCIL OF THE CITY OF VAN BUREN, ARKANSAS, THAT:
SECTION 1: Coombes Dirt Pit and/or Coombes Trucking, which is owned by Mr. Rick
Coombes, brother of Van Buren city employee Mr. Bruce Coombes, is hereby
authorized to conduct business with the City of Van Buren.
SECTION 2: Williams Florist, which is owned by Mr. Gene Bell and Mr. Rick and Mrs. Robbie
Spoon, relatives of Van Buren City Clerk Mrs. Barbie Curtis, is hereby authorized
to conduct business with the City of Van Buren.
SECTION 3: This Ordinance being necessary for the financial continuity of the City of Van
Buren, Arkansas, and necessary in providing for the immediate preservation of the
public peace, health, and safety, an emergency is declared to exist and this
Ordinance shall take effect and be in force after its passage and approval.
IN WITNESS WHEREOF, the City of Van Buren, Arkansas, by its City Council, did
pass, approve, and adopt, by a vote of (Q for and ,aj against, the foregoing Ordinance at
its regular meeting held on the 19 day of August 201
Ro.ert D. Free
Mayor
ATTESTED: RO, D I
Barbie Curtis Candice A. Settle
City Clerk/Treasurer City Attorney
Next on the agenda was the Financial Statement. Motion was made by Alderman Dodd
and seconded by Alderman Moore to appropriate the sum of 1,012,031.93 to pay expenses and
salaries for July 2013, presented by the City Clerk. The Council followed with a unanimous
vote.
8 -05 -2013 11:39 AM C I T Y OF V A .4 B U R E N PAGE: 1
TRIAL BALANCE
AS OF: JULY 31ST, 2013
10 General Fund
MONTH TO DATE YEAR TO DATE
ACCT# ACCOUNT SANE DEBITS CREDITS DEBITS CREDITS
ASSETS
1000 Petty Cash 0.00 200.00
173,464.79 487,037.12
1020 Cash in Bank 0
1020.01 Cash In Bank -Ins. Reimb. 0.00 0.00
1020.03 Cash Bank- ASP's&Walmart Gra 0.00 0.00
1020.04 Veterans' Memorial -Act 934 0.00 276.00 S 5 5 9 1- 1 9
1020.05 2009 Byrne Recovery Grant 0.00 0.00 4 1 3 f
1020.06 2009 Byrne Grant 0.00 0.00 3 3, 0 5 4 F 1
1020.07 2007 Byrne Grant 0.00 0.00 7 2 9 jJ j
1020.08 Cash in Bank- Storm Damage 0.00 0.00
1020.09 District Cout Grant- Mediation 0.00 25.00
1020.10 Cash in Bank HDC 172.50 1,342.67 0 0 5
1020.11 Cash in Bank -KVBB 3,500.00 3,668.92 0 5 j 7 l
1020.12 Emergency Management Fund 0.00 0.00
1020.13 Cash In Bank -ACT 833 18,818.26 60,153.83
1020.14 Court Automation- District 233.19 88,467.89
1020.15 Cash in Bank -ACT 1314 0.00 0.00
1020.16 AR Dept of Rural Services 0.00 0.00
1020.17 New Police Dept 0.00 31,750.00
1020.18 Cash in Bank PD Co Tax 25,177.27 47,785.91
1020.19 Cash in Bank FD Co Tax 25,137.16 102,256.26
1020.20 Cash In Bank Erosion Control 75.00 13,200.00
1020.21 Cash in Hank- CPACademy 0.00 761.22
1020.22 Cash In Bank -PEG Grant 0.00 10,000.00
1020.27 Cash in Bank Levee 2,700.00 9,795.26
1020.28 Marina Repairs 0.00 10,495.60
1020.29 Property Maintenance -Scrap 0.00 63.25
1020.30 Field of Dreams Equipment 0.00 780.14
1020.31 Cash in Bank Parks Rec 14,058.69 5,678.36
1020.32 GIF -Parks 6 Recreation 0.00 0.00
1020.33 Cash in Bank -Yard Waste 6,611.01 155,232.69
1020.51 Cash in Bank Cemetery 110.74 5,421.61
2020.91 Cash in Bank Cap Imp 126,188.95 262,271.53
1040 Investments 0.00 0.00
1040.10 Investments Sales Tax City 0.00 0.00
1040.18 Investments PD Co Tax 0.00 0.00
1040.19 Investments FD Co Tax 0.00 0.00
1040.27 Investments Levee 0.00 0.00
1040.31 Investments Parks Rec 0.00 0.00
1040.51 Investments Cemetery 0.00 38,752.59
1040.91 Investments Cap imp 152.76 621,854.46
1050 Fixed Assets 0.00 0.00
1051 Accumulated Depreciation 0.00 0.00
1504 Due from Payroll 0.00 0.00
1505 Due From Other Funds 0.00 0.00
1520 Due from Street Fund 0.46 0.46
1540 Due From Library Fund 0.00 0.00
LIABILITIES AND FUND BALANCE
Next Police, Fire, Building Inspector, Engineering, District Court, 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. Alderman Ragsdale
asked for an update on the Rena Road project. Mayor Freeman replied that it will hopefully be
returned to two -lanes within the next two weeks.
There being no further business, motion was made by Alderman Parker and seconded by
Alderman Ragsdale to adjourn. The Council followed with a unanimous vote. The meeting
adjourned at 7:45 p.m.
ATTESTED: A 0 VED:
CITY CLERK TREASURER MA OR