05 May 2016 Regular MINUTES OF THE VAN BUREN,ARKANSAS
CITY COUNCIL MEETING MAY 16,2016
The City Council of the City of Van Buren, Arkansas met at 5:30 p.m. Monday, May 16,
2016 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, Petty,
Moore, Swaim, Dodd and Sparkman. 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 Chris Hughes of The Current Church.
Next, Mayor Freeman then led the Pledge of Allegiance.
Police Chief Kenneth Bell recognized Paul and Deena Dunn as well as the members of
Mu Alpha Theta for volunteering their time and labor to complete the landscaping at the new
police department. He presented both with a Certificate of Appreciation.
Mayor Freeman then asked to adopt the minutes of the Council Meeting on April 18,
2016. Alderman Parker made a motion to approve the minutes. Alderman Swaim seconded the
motion. On roll call, the following Council members voted aye: Alderman Swaim, Dodd,
Sparkman, Parker, Petty and Moore. The following voted nay: none.
Next, Mayor Freeman asked to adopt the minutes of the Special Called Council Meeting
on April 28, 2016. Alderman Swaim made a motion to approve the minutes. Alderman Parker
seconded the motion. On roll call, the following Council members voted aye: Alderman Swaim,
Dodd, Sparkman, Parker, Petty and Moore. 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 Clerk
read the Resolution in its entirety. Mayor Freeman asked if there was any discussion.
There was none. 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 Swaim, Dodd, Sparkman, Parker, Petty and Moore.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 5-1-2016
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. 5 - -2016
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,ARKANSAS,A
RESOLUTION TO BE ENTITLED:
A RESOLUTION TO AUTHORIZE 1111!, MAYOR AND CITY CLERK TO
REMOVE AND DISPOSE OF CERTAIN FIXED ASSETS FROM 1111,CITY OF
VAN BUREN'S FIXED ASSET INVENTORY,BY SEALED BID,AUCTION OR
OTHER METHODS AUTHORIZED UNDER THE LAW,AND FOR O1'HER
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,1'HEREFORE,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#
District Court $4,543.64 Canon IR-210 Copier MC-50
SN#NPR23464
SECTION 2: The City Council authorized the removal of the following fixed asset,however,the
amount listed was incorrect.
Department Corrected Amount Description of Inventory Control#
Police Dept $2,295.70 Compaq Laptop Computer PD-498
SN#2V17DZ8ZCO2N
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 p_against the - ing Resolution at its regular meeting
held on the 16th day of May 2016.
Ro.-rt i.F "i���
Mayor
ATTESTED: AP' •0`• S TO FORM:
46,24,‘.e, � � 0'
Barbie Curtis Candice A.Settle
City 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-MD TRANSPORTATION ALTERNATIVE PROGRAM FUNDS. The
Clerk read the Resolution in its entirety. Mayor Freeman asked if there was any
discussion. Mayor Freeman noted that the application will be for sidewalks along the
north side of Pointer Trail from the tennis courts down to Highway 59 and is to be
submitted by June 1St. Alderman Swaim seconded by Alderman Parker moved that the
Resolution be adopted. On the Clerk's calling the roll,the following vote resulted: Ayes
—Alderman Swaim, Dodd, Sparkman, Parker, Petty and Moore. 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 5-2-2016
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO.. - o. -2016
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION EXPRESSING THE WILLINGNESS OF IH1',CITY OF
VAN BUREN, ARKANSAS, TO UTILIZE FEDERAL-AID
TRANSPORTATION ALTERNATIVE PROGRAM FUNDS.
WHEREAS, the City of Van Buren understands Federal-Aid Transportation Alternative Funds are
available at 80%federal participation and 20%local match to develop or improve the
Pointer Trail Sidewalk Project;and
WHEREAS, the City of Van Buren understands that Federal-aid Funds are available for this project on
a reimbursable basis,requiring work to be accomplished and proof of payment prior to
actual monetary reimbursement;and
WHEREAS, this project,using federal funding,will be open and available for use by the general
public and maintained by the applicant for the life of the project.
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF l'HE CITY OF
VAN BUREN,ARKANSAS,THAT:
SECTION 1: The City of Van Buren will participate in accordance with its designated responsibility,
including maintenance of this project.
SECTION 2: The Mayor and City Clerk are hereby authorized and directed to execute all appropriate
agreements and contracts necessary to expedite the construction of the above stated
project.
SECTION 3: The City of Van Buren Arkansas pledges its full support and hereby authorizes the
Arkansas State Highway and Transportation Department to initiate action to implement
this project.
IN WITNESS WHEREOF,the City of Van Buren,Ark. 1 its City Council,did pass,
approve,and adopt,by a vote of 6 for and 0 against,the foreg. _ ' solution at its regul. meeting
held on the 16t day of May 2016.
Robert D.Freeman
Mayor
ATTESTED: APPROVED AS TO FORM:
14)2A.64:1 /\ •
C tali/
Barbie Curtis Can. e Sett i
City Clerk/Treasurer ity Attorney
On the agenda next was to consider A RESOLUTION ACCEPTING THE BID
OF MUNICIPAL PROPERTY PROGRAM PROPERTY INSURANCE. The Clerk
read the Resolution in its entirety. Mayor Freeman asked if there was any discussion.
There was none. Alderman Parker seconded by Alderman Petty moved that the
Resolution be adopted. On the Clerk's calling the roll, the following vote resulted: Ayes
—Alderman Swaim, Dodd, Sparkman, Parker, Petty and Moore. 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 5-3-2016
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. 5 -3 -2016
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION ACCEPTING THE BID OF MUNICIPAL
PROPERTY PROGRAM PROPERTY INSURANCE.
WHEREAS, the property insurance for the City of Van Buren is due for renewal;and
WHEREAS, / the City Council desires to continue the property insurance with Municipal
Property Program of North Little Rock,Arkansas;and
WHEREAS, the amount of renewal is$35,389.35.
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF VAN
BUREN,ARKANSAS,THAT:
SECTION 1: The Mayor is authorized to contract with the Municipal Property Program
for property insurance in the amount of$30,522.37 from general funds
and$4,866.98 from street funds.
IN WITNESS WHEREOF,the City of Van Buren,Arkansas,by its City Council,did
pass,approve,and adopt,by a vote of (0 for and 0 against,the foregoing Resolution at its
regular meeting held on the 16th day of May 2016.
Robert D. ree
Mayor
ATTESTED: 104'1i-0 1 •,. TO ! • :
Barbie Curtis Candice A.Settle
City Clerk/Treasurer City Attorney
On the agenda next was to consider A RESOLUTION AUTHORIZING
PAYMENT TO APAC CENTRAL,INC. FOR ASPHALT FOR THE OVERLAY
OF STREETS 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 stated that the two major overlays will
be Pointer Trail East at Rudy Road and Pointer Trail East across the small bridge to the
county line. Alderman Swaim seconded by Alderman Dodd moved that the Resolution be
adopted. On the Clerk's calling the roll,the following vote resulted: Ayes—Alderman
Swaim, Dodd, Sparkman, Parker, Petty and Moore. 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 5-4-2016
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. 5 - 4 -2016
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION AUTHORIZING PAYMENT TO APAC
CENTRAL,INC. FOR ASPHALT FOR THE OVERLAY OF
STREETS WITHIN THE CITY OF VAN BUREN,
ARKANSAS AND FOR OTHER PURPOSES.
WHEREAS, the City of Van Buren desires to continue with a program of street
repairs and improvements and as a part of that program the Street
Department will overlay portions of various other interior streets
within the City of Van Buren;and
WHEREAS, the Van Buren City Council approved funds in the 2016 budget for street repairs
and in-house projects;and
WHEREAS, ARK.CODE ANN.§14-58-104 waives the requirements for competitive bidding
for asphalt;and
WHEREAS, the City of Van Buren will purchase asphalt from APAC Central,Inc.in the
amount not to exceed$300,000.00 for said projects.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF VAN
BUREN,ARKANSAS,THAT:
SECTION 1: The Mayor and City Clerk are hereby authorized by the City Council for the City
of Van Buren to pay all invoices to APAC Central,Inc.from Municipal Highway
Funds relating to these overlays and to execute all documents necessary to
effectuate this resolution.
IN WITNESS WHEREOF,the,City of Van Buren,Arkansas,by its City Council, did
pass,approve,and adopt,by a vote of (Q for and 0 against,the foregoing Resolution at its
regular meeting held on the 16th day of May 2016.
Ro•ert D. ..� —111-11111111/4.
Mayor
ATTESTED: APP OVED AS TO FORM:
„40
Barbie Curtis Candic A.Settle
City Clerk/Treasurer City Attorney
1 ,
Next on the agenda was Boards and Commissions. The Van Buren Library Board
recommended the reappointment of Laura(Whitlow) King to another five year term. Alderman
Parker seconded by Alderman Swaim made a motion to grant the nominations. The Council
followed with a unanimous vote. The Van Buren Planning Commission recommended the
reappointment of Mark Evans, John Symonds, Jay White and Tiffany Webster to another three
year term. Alderman Dodd seconded by Alderman Sparkman made a motion to grant the
nominations. The Council followed with a unanimous vote. The Van Buren Parks & Recreation
Commission recommended the reappointment of Michael Brammer, Brandy Mosby, Debbie
Thomas, Tyler Wood and Doug Young to another five year term. Alderman Swaim seconded by
Alderman Parker made a motion to grant the nominations. The Council followed with a
unanimous vote. Alderman Petty asked if that was all the members of the Planning Commission
or if they had staggered terms. Mayor Freeman replied that the members are on staggered terms.
,
Next on the agenda was the Financial Statement. Motion was made by Alderman
Dodd and seconded by Alderman Swaim to appropriate the sum of$ 1,104,715.95 to pay
expenses and salaries for April 2016,presented by the City Clerk. The Council followed
with a unanimous vote.
$I 5-04-2016 11:27 AM CITY OF VAN B URE N PAGE: 1
..��. TRIAL BALANC�F ,�
AS OF: APRIL 30TH, 2016 '
10 -General Fund
;.. MONTH TO DATE '•• "' YEAR TO DATE "'
ACCT# ACCOUNT NAME DEBITS CREDITS DEBITS CREDITS
ASSETS
F .
1000 Petty Cash 0.00 200.00 _
1020 Cash in Bank 17,536.20 255,219.41
1020.01 Cash In Bank-Ins. Reimb. 275,353.59 0.00
1020.03 Cash In Bank-ASP's6Walmart Gra 0.00 79 24
1020.04 Veterans' Memorial-Act 934 0.00 12,598.16 ,
1020.05 2009 Byrne Recovery Grant
0.00 0.00
1020.06 2009 Byrne Grant 0.00
0.00
0.00
- 0.00
0.00
1020.07 2007 Byrne Grant f y v Q T
y
1020.08 Cash in Bank- Storm Damage 0.00 4
1020.09 District Cout Grant-Mediation 0.00 25.00 962
F. 1020.10 Cash in Bank- HDC 922.50 5,325.96 1 ; 7
0
1020.11 Cash in Bank-NVBB 25+
0.00 •
1,600.00 _
1020.12 Emergency Management Fund 0.00 0.00 2 "�7'•"
1020.13 Cash In Bank-ACT 833 21,400.71 162,998.7700
g 1020.14 Court Automation-District '0
p� 1,055.76 68,173.66 =104; .) }
9y 1020.15 Cash in Bank-ACT 1314 0.00 0.0C
fd 1020.16 AR Dept of Rural Services 0.00 0.01
1020.17 New Police Dept 0.00 1,476.10
It 1020.18 Cash in Bank - PD Co Tax
i 8,603.66 53,327.27
3 1020.19 Cash in Bank - FD Co Tax 4,911.80 145,869.42
'1 1020.20 Cash In Bank-Erosion Control 1,250.00 19,875.00
1020.21 Cash in Bank-CPAcademy 0.00 0.00
1020.22 Cash In Bank-PEG Grant 0.00 10,000.00
1020.27 Cash in Bank- Levee 0.00 7,739.93
1020.28 Marina Repairs 0.00 10,495.60
1020.29 Property Maintenance-Scrap 0.00 365.06
1020.30 Field of Dreams-Equipment 2,253.73 9,560.75
1020.31 Cash in Bank - Parks s Rec 0.00 136.72
1020.32 GIF 0.00
89.43
1020.33 Cash in Bank-Yard Waste 3,934.21 192,357.86
1020.51 Cash in Bank -Cemetery 473.87 2,545.31 =
1020.91 Cash in Bank - Cap Imp 297,313.16 911,592.11
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 160.04 377,007.22
,i 1050 Fixed Assets
0.00 0.00 _
'I:: 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
1 1
Next Police, Fire, Building Inspector, Public Works/Planning, 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. Mayor Freeman noted a
few upcoming events. First, this Wednesday from 2:00-4:00 at Main Attraction there will be a
drop in reception for Jackie Krutch. Next, there will be a ground breaking ceremony for the
Veteran's Park on Friday, May 27th at 11:00 across from the Train Depot. Also, this is Police
Officer Appreciation week and this month marks Keep Van Buren Beautiful's ten (10) year
anniversary.
Mayor Freeman then asked the council if they could schedule a special meeting next
week to discuss the increase in health insurance premiums. It was decided to hold the meeting
next Tuesday, May 24th at 5:30.
Alderman Petty asked about property clean up and whether we had a height restriction on
grass. Police Chief Kenneth Bell replied that if it is land that has never been developed then we
can't do anything about it. If is it land that has been previously developed, but no structures on
the property, then we can require them to brush hog the property a couple times a year. As for
residential unkemptness, Code Enforcement deals with this on a daily basis.
There being no further business, motion was made by Alderman Parker and seconded by
Alderman Dodd to adjourn. The Council followed with a unanimous vote. The meeting
adjourned at 6:00 p.m.
ATTESTED: A'PR 1 VED:
aitt,629 alb
CITY CLERK-TREASURER MA 0