06 June 2015 Special MINUTES OF THE VAN BUREN,ARKANSAS
SPECIAL CITY COUNCIL MEETING
HELD JUNE 30,2015
A special called meeting of the City Council of the City of Van Buren, Arkansas met at
5:30 p.m., on Monday, June 30, 2015 at City Hall. The meeting was called to order by Mayor Freeman.
Council members present were Alderman Parker, Petty, Moore, Swaim, Dodd and Sparkman. City
Clerk-Treasurer Barbie Curtis was also present. City Attorney Candice Settle 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 AUTHORIZING THE
MAYOR TO ENTER INTO A CONTRACT FOR ENGINEERING SERVICES FOR 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. Mayor Freeman
noted that this was for the Washington and 6th Street drainage project. Alderman Parker
seconded by Alderman Swaim moved that the Resolution be adopted. On the Clerk's calling the
roll, the following vote resulted: Ayes—Alderman Dodd, Sparkman, Parker, Petty, Moore, and
Swaim. 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 6-4-2015
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. 6 - -2015
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION AUTHORIZING ME MAYOR TO ENTER
INTO A CONTRACT FOR ENGINEERING SERVICES FOR 1'HL
CITY OF VAN BUREN, ARKANSAS, AND FOR OTHER
PURPOSES.
WHEREAS, the City of Van Buren,Arkansas desires to make various drainage improvements in the
downtown area within the City;and
WHEREAS, in order to commence,the City is in need of professional engineering services for the
development of plans,designs and cost estimates for said projects.
NOW, Imi.REFORE,BE IT RESOLVED BY 111E CITY COUNCIL OF 1111,CITY OF
VAN BUREN,ARKANSAS,THAT:
SECTION 1: The Mayor is authorized to enter into a contract(Exhibit"A")with Hawkins-Weir
Engineers,Inc.to provide engineering services for the development of plans,designs and
cost estimates for the Downtown Drainage Improvement Project.Payment for such
engineering services is$36,000.00 plus reimbursable expenses.
IN 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 Resolution at its special meeting
held on the 30th of June 2015.
Robe I.Freem.i
Ma
ATTESTED: AkPROVED AS TO FORM:
7-) 6
Barbie Curtis ..CandieiA.Settlee
City Clerk/Treasurer City Attorney
On the agenda next was to consider A RESOLUTION APPROVING THE FINAL
PAYMENT FOR THE NEW RESTROOM FACILITY AT THE DR. LOUIS PEER CITY
PARK WITHIN 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. Mayor Freeman explained that the state has made its inspection on these
restrooms and once we make this final payment the state will reimburse us approximately
$37,000 through the Parks and Recreation Grant. Alderman Petty asked for clarification
regarding what that state money will go against. Mayor Freeman stated that the reimbursement
will go back against the cost of the bathrooms. He also said there were two Parks &Rec projects,
this one and the playground equipment at the Field of Dreams. The state reimbursed us around
$75,000 for both and it could be split either way. Alderman Petty also asked if the change order
was for a water fountain to be included in the construction. Mayor Freeman stated that the water
fountain was kept in the original plans and that the change order was for a french drain that ran
underneath. Alderman Dodd seconded by Alderman Swaim moved that the Resolution be
adopted. On the Clerk's calling the roll, the following vote resulted: Ayes—Alderman Dodd,
Sparkman, Parker, Petty, Moore, and Swaim. 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 6-5-2015
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. 2-.5-2015
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 1.11.t. NEW RESTROOM FACILITY AT 1'tiE DR.
LOUIS PEER CITY PARK WITHIN THE CITY OF VAN
BUREN,ARKANSAS,AND FOR OTHER PURPOSES.
WHEREAS, the City advertised for bids for construction of a new restroom facility
within the city park;and
WHEREAS, the City Council approved the Mayor entering into a construction
contract with Hobbs Construction,Inc.in the amount not to exceed
$140,443.00 by Resolution#09-01-2014;and
WHEREAS, the City desires to change the project as set forth in the final
payment as attached hereto,by increasing the contract amount
by$1,500.00.
NOW,THEREFORE,BE IT RESOLVED BY ELLE CITY COUNCIL
OF VAN BUREN,ARKANSAS,THAT:
SECTION 1: The City of Van Buren,Arkansas accepts and approves the final payment of
$141,943.00 to Hobbs Construction,Inc.for the new city park restroom facility.
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 restroom facility
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 6for and 0 against,the foregoing Resolution
at its special meeting held on the 30th day of June 2015.
i
Robert D.Free. —
Mayor
ATTESTED: APPRO ! •S TO FORM:
6101kS2. •
Barbie Curtis
'•Can�,cl`iie"A.SeNtle V
City Clerk/Treasurer City Attorney
On the agenda next was to consider A RESOLUTION ACCEPTING BIDS FOR THE
PURCHASE OF NEW FURNITURE FOR THE NEW VAN BUREN SENIOR ACTIVITY
CENTER. The Clerk read the Resolution in its entirety. Mayor Freeman asked if there was any
discussion. Mayor Freeman mentioned that the goal is to be moving in and open by end of July
or middle of August. Alderman Swaim seconded by Alderman Petty moved that the Resolution
be adopted. On the Clerk's calling the roll, the following vote resulted: Ayes—Alderman Dodd,
Sparkman, Parker, Petty, Moore, and Swaim. 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 6-6-2015
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. ,- -2015
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION ACCEPTING BIDS FOR THE PURCHASE OF
NEW FURNITURE FOR 1'HE NEW VAN BUREN SENIOR
ACTIVITY CENTER
WHEREAS, the City of Van Buren has advertised for bids for the purchase of the above new furniture
for the new Van Buren Senior Activity Center;and
WHEREAS, bids have been received and opened in accordance with Arkansas Law and the Norman
Company and MISSCO were the lowest bidders meeting the bid specifications;and
WHEREAS, the City of Van Buren has determined that the bid of the Norman Company in the amount
of$54,740.25 and the bid of MISSCO in the amount of$69,026.42 are the best bids.
NOW, THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF VAN BUREN,
ARKANSAS,THAT:
SECTION 1: The City of Van Buren,Arkansas accepts the bid from the Norman Company of
$54,740.25 and the bid from MISSCO of$69,026.42,which includes installation and
applicable sales tax for said furniture as set forth in"Exhibit A"attached hereto.
SECTION 2: The Mayor and City Clerk are hereby authorized by the City Council for the City of Van
Buren to pay all expenses from capital improvement funds relating to the purchase and to
execute all documents necessary to effectuate the agreement.
IN WITNESS WHEREOF,the City of Van Buren,Arkansas,by its City Council,
did pass,approve,and adopt,by a vote of ip for and C against,the foregoing Resolution
at its special meeting held on the 30th day of June 2015.
4
Robert D.Fre'r "1111111'
Mayor
ATTESTED: APPROVED TO FORM:
Lurut:
Barbie Curtis Candice": . e
City Clerk/Treasurer City Attorney
Mayor Freeman noted on a few items before dismissal. He had a lunch meeting with
Land Commissioner John Thurston today regarding a board position that he accepted on a state
intermodal task force. The board will meet once a month for the next one and a half years. Mayor
mentioned that there will be a kickoff FEMA meeting on July 9th due to the declaration of
disaster from the recent flood and the 4th of July fireworks are scheduled for Saturday pending
they are not rained out. He offered condolences and prayers to the family of Mike Norwood.
Lastly, Mayor Freeman asked if there was any desire to move the regular council meetings from
seven(7:00)to five-thirty (5:30). All council members were in agreement that it was a great idea
and it was decided to start next month at the July regular council meeting.
There being no further business,motion was made by Alderman Parker seconded by
Alderman Dodd to adjourn. The Council followed with a unanimous vote. The meeting
adjourned at 6:47 p.m.
ATTESTED: A' ' ' I VED:
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CITY CLERK-TREASURER MAYO '
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