08 August 2014 Special MINUTES OF THE VAN BUREN,ARKANSAS
SPECIAL CITY COUNCIL MEETING
HELD AUGUST 28,2014
A special called meeting of the City Council of the City of Van Buren, Arkansas met at
5:30 p.m., on Thursday, August 28, 2014 at the Municipal Complex. The meeting was called to order
by Mayor Freeman. Council members present were Alderman Parker, Blake, Ragsdale, Dodd and
Sagely. City Clerk-Treasurer Barbie Curtis and City Attorney Candice Settle were also present.
Alderman Moore was absent This made a total of eight(8)present. A quorum was declared.
The Mayor ordered spread upon the minutes,the"NOTICE OF SPECIAL MEETING
AND WAIVER OF REGULAR NOTICE OF AND CONSENT TO SPECIAL MEETING."
On the agenda next was to consider A RESOLUTION APPROVING THE FINAL
PAYMENT FOR THE NEW FIRE STATION#4,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 majority of the change orders were for extending the water
lines from the top of the road down to the fire station which was about $30,000. Another$16,000
for the state fire marshal, another$13,000 to bring the water line across, $22,000 for two fire
hydrants, $17,500 for radio equipment, and $17,335 for bollards on each side of the bay doors.
The total for all change orders was $132,624.90 which is about 5% of the original contract price.
Alderman Parker asked what bollards are. Mayor Freeman replied that they are concrete steel
filled pipe that keep the truck from hitting the building. Alderman Mary Ann Dodd expressed
concern and noted that she had received several calls that day regarding a post on Facebook and
she requested that it be explained to her as well as everybody be provided a copy of the post
which was distributed. Alderman Ragsdale asked why Mrs. Babgy did not attend the meeting
instead. Alderman Dodd wanted to know 1)why this was going around and where they received
their information from and 2) is it true. Mayor Freeman addressed the highlighted items. First,
regarding the request for$283,000 additional funds for the Senior Inn and Fire Department-
Mayor Freeman stated was incorrect. He requested $132,000 for the fire station which is what
was presented tonight. As for the statement regarding the City of Van Buren going into a deficit,
Mayor Freeman assured the council that it was also untrue. He stated that he takes periodic snap
shots of how the city is sitting financially, the most recent time being on August 8th, and at that
time the city's cash in General Fund was at 1.1 million dollars,which he stated was an increase
of$558,000 over last year at this time. Also, in the city's Capital Improvement fund, as of the
last receipt of sales tax earlier this week, it had 1.3 million dollars which was an increase of
$338,000 over last year. He also noted that as of June the city had received and expended half of
what was budgeted, which in a perfect world, is as it should be. Alderman Dodd asked the Mayor
if he had any idea where this information would have come from. Mayor Freeman replied that he
has an idea of where, but not for sure. Alderman Dodd expressed that it puts the council
members on the spot. City Attorney Candice Settle explained to Alderman Dodd that it was all
politics. Mayor Freeman said whoever is putting out this false information is doing nothing but
hurting the city and jeopardizing the city in its future growth and sales tax elections. Alderman
Blake said, now back to the resolution, we have spent so far on the new fire station $2.9 million.
Mayor Freeman replied yes. Alderman Blake asked so we are $700,000 over the bond amount.
Mayor Freeman said no, around$300,000. Alderman Parker then asked what difference does it
make if we go over the budget. 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 Sagely, Parker, Blake, 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 8-5-2014
RESOLUTION NUMBER 8-5-2014 CONTINUED
CITY OF VAN BUREN,
ARKANSAS
RESOLUTION NO. S -5 -2014
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION APPROVING THE FINAL PAYMENT
FOR 1'HE NEW FIRE STATION #4, AND FOR Ol'HER
PURPOSES.
WHEREAS, Crawford Construction Company acting as the Construction Manager
for the City of Van Buren,Arkansas has advertised for bids for
construction of a new fire station within the City;and
WHEREAS, the City Council approved the Mayor entering into a construction contract
with Crawford Construction Company in the amount not to exceed
$2,200,000.00 by Resolution#05-01-2013;and
WHEREAS, the City desires to change the project in the final payment by increasing the
contract amount by$132,624.90
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL
OF VAN BUREN,ARKANSAS,THAT:
SECTION 1: The City of Van Buren,Arkansas accepts and approves the final payment of
$283,848.72 for the new Fire Station#4 to Crawford Construction Company
consisting of$67,000.00 from Bond Funds,$100,000.00 from Capital
Improvement Funds,and$116,848.72 from County Sales Tax-Fire Funds.
SECTION 2: The Mayor and City Clerk are hereby authorized by the City Council for
the City of Van Buren to pay all expenses relating to the new Fire Station#4 and
to execute all documents necessary to effectuate said changes.
IN WITNESS WHEREOF,the City of Van Buren,Arkansas,by its City Council,
did pass,approve,and adopt,by a vote of 5 for and D against,the foregoing Resolution
at its special meeting held on the 28th day of August 201
Robert .Freer .is
Mayor�
,5��11' TO FORM:
ATTESTED: ,
Barbie Curtis Candice A.Settle
City Clerk/Treasurer City Attorney
There being no further business, motion was made by Alderman Parker seconded by
Alderman Ragsdale to adjourn. The Council followed with a unanimous vote. The meeting
adjourned at 6:00 p.m.
ATTESTED: A' ` = q VED:
•
ahlt:tL O' ')
CITY CLERK-TREASURER MAYOR ��`