06 June 2016 Regular r ,
MINUTES OF THE VAN BUREN,ARKANSAS
CITY COUNCIL MEETING JUNE 20,2016
The City Council of the City of Van Buren, Arkansas met at 5:30 p.m. Monday, June 20,
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 Jeremy Martin, Youth Leader at North Park Baptist Church.
He also briefly talked about the recent mission trip their youth group went on.
Next, Matt Hicks with the local VFW presented Chase Hayes as the state winner for the
Department of Arkansas for his statue that will be displayed in the new Van Buren Veteran's
Park. State Commander Ross congratulated Chase via FaceTime. Mr. Hicks also recognized Mrs.
Ashleigh Gillespie as Teacher of the Year. She teaches at Butterfield Trail Middle School.
Next, Mayor Freeman made a presentation to retiring Fire Chief Jerry McAdoo. McAdoo
joined the department in 1989 and was promoted to chief in 2003. Mayor Freeman thanked him
for his 26 years of hard work and dedication to the city. Chief McAdoo stated this it is a team
effort working on the department and thanked the council for all of their support.
Next, Mayor Freeman then led the Pledge of Allegiance.
Mayor Freeman then asked to adopt the minutes of the Council Meeting on May 16,
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 Dodd, Sparkman,
Parker, Petty, Moore and Swaim. The following voted nay: none.
1
On the agenda next was to consider A RESOLUTION TO AUTHORIZE THE
PROPERTY MAINTENANCE DEPARTMENT TO DISPOSE OF CERTAIN
ASSETS FROM THE CITY OF VAN BUREN'S FIXED ASSET INVENTORY,BY
SUCH METHODS AS AUTHORIZED UNDER THE LAW. The Clerk read the
Resolution in its entirety. Mayor Freeman asked if there was any discussion. Mayor
Freeman stated that if we were to sell these mowers we might get$500 out of them, so
instead we are just donating them to the City of Cedarville for them to use and work with.
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 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 6-1-2016
CITY OF VAN BURE/N,,ARKANSAS'U
RESOLUTION NO. - I _2016
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION TO AUTHORIZE THE PROPERTY
MAINTENANCE DEPARTMENT TO DISPOSE OF
CERTAIN ASSETS FROM nit CITY OF VAN BUREN'S
FIXED ASSET INVENTORY, BY SUCH METHODS AS
AUTHORIZED UNDER THE LAW.
WHEREAS, the City of Van Buren Property Maintenance Department has certain 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, said items or item should be disposed of in accordance with state law,A.C.A§ 14-58-
306,and be removed from the City's Fixed Asset Inventory.
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 assets from the
Fixed Asset Inventory and to dispose of same by transfer to various governmental
agencies:
Receiving Agency Value Description of Inventory Control#
City of Cedarville $6820.00 27 HP 60"Cut Exmark Zero Turn Mower PM-16
Model#LZA27KC604
SN#877241
City of Cedarville $6526.64 28 HP 60"Cut Exmark Zero Turn Mower PM-8
Model#LAS28KA604
SN#766958
IN WITNESS WHEREOF,the City of Van Buren,Arkansas, by its City Council,did pass
approve, and adopt,by a vote of Co for and 0 again.. ii- foregoing Resolution at its regular
meeting held on the 20 day of July 2016.
i
Roberti.
Mayor
A STED: AP RO4 I FORM:
Q/t 0¢� ?U4i tom, ak/ l
Barbie Curtis dice A.Settle
City Clerk/Treasurer City Attorney
On the agenda next was to consider A RESOLUTION ACCEPTING THE
HIGH BID FOR A CERTAIN FIXED ASSET AUTHORIZING IT TO BE SOLD
AND DISPOSED OF BY SEALED BID,AND FOR OTHER PURPOSES. The
Clerk read the Resolution in its entirety. Mayor Freeman asked if there was any
discussion. Alderman Swaim asked how many miles we typically get out of a police car.
Chief Bell responded that it depends on what the vehicle has been through, but usually
between 100,000-250,000 miles. Chief Bell stated that this particular vehicle is in pretty
bad condition due to being wrecked. 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 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 6-2-2016
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO.6 - -2016
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,ARKANSAS,A
RESOLUTION TO BE ENTITLED:
A RESOLUTION ACCEPTING THE HIGH BID FOR A CERTAIN FIXED ASSET
AUTHORIZING IT TO BE SOLD AND DISPOSED OF BY SEALED BID,AND FOR
OTHER R PURPOSES.
WHEREAS, the City of Van Buren has authorized the sale and disposal of a certain fixed asset which is obsolete,
and/or beyond repair,and is no longer cost effective,so as to no longer be needed by the City,pursuant to
Resolution No.4-1-2016;and
WHEREAS, the City of Van Buren after advertising,soliciting and opening sealed bids for said asset,has received
adequate and acceptable bids for the listed item thereto.
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF VAN BUREN,ARKANSAS,
1HAT:
SECTION 1: The Mayor is hereby authorized to accept the high bid as set forth in Exhibit"A"attached hereto for the
following fixed asset:
Department Bid Amount Description of Inventory
Control#Police Department $680.00 2011 Crown
Victoria PD-701
IN WITNESS WNFREQF,the City of Van Buren,Arkansas,
y Council,did pass,approve,and ,
adopt,by a vote of IQ for and (_against the foregoing Resolution t its by regular guClaar meeting held on the 20th day of
June 2016.
I
Rob rt D. Z --ilk,.
—
ATT STED:
_I /� -� C�G APP R adr=1",r ORM.
B.,.ie Curtis Candice A.Settle
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,ARKANSAS.
The Clerk read the Ordinance in its entirety. Alderman Swaim moved that the rules be
suspended and the Ordinance be placed on its second reading. The motion was seconded by
Alderman Dodd. The council followed with a unanimous vote. The Clerk then read the
Ordinance the second time.
Alderman Swaim 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 Clerk 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 Swaim and seconded by Alderman Petty to adopt the Ordinance. On the Clerk's
calling the roll,the following vote resulted: Ayes—Alderman Dodd, Sparkman, Parker, Petty,
Moore and Swaim. Nays—none. 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 8-2016
CITY OF VAN BUREN,ARKANSAS
ORDINANCE NO. d -2016
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN,
ARKANSAS,AN ORDINANCE TO BE ENITILED:
AN ORDINANCE FOR COMPLIANCE WITH ARK. CODE
ANN.§14-42-107,AUTHORIZING TM,CITY TO CONDUCT BUSINESS
WITH AN OFFICIAL OR EMPLOYEE OF TM,CITY OF VAN BUREN,
ARKANSAS.
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 Ultimate
Remodel,which is owned by Mr.Doug Copple,husband of Van Buren city employee
Mrs.Julie Copple;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.
NOW,ILIEREFORE,BE IT ORDAINED AND ENACTED BY 1M,CITY COUNCIL OF
THE CITY OF VAN BUREN,ARKANSAS,THAT:
SECTION 1: Ultimate Remodel,which is owned by Mr.Doug Copple,husband of Van Buren city
employee Mrs.Julie Copple,is hereby authorized to conduct business with the City of
Van Buren.
IN WITNESS WHEREOF,pe City of Van Bur-• • kansas, by its City Council, did pass,
approve, and adopt, by a vote of (p for and 6 a.. the foregoing Ordinance at its regular
meeting held on the 20th day of June 2016.
Ro.ertD.q..-man — r`
Mayor
STED: / APPR 741 AS 0 FORM:
41#,.
Barbie Curtis Candice A.Settle
City Clerk/Treasurer City Attorney
On the agenda next was to consider A RESOLUTION ESTABLISHING
HEALTH INSURANCE BENEFITS FOR THE CITY OF VAN BUREN. The Clerk
read the Resolution in its entirety. Mayor Freeman asked if there was any discussion.
Mayor Freeman stated that the original resolution that was drafted passed on the increase
to everyone that has health insurance-including the retired elected officials who do not
pay for their insurance. However, there was a legal issue that prevented that from
happening. Mayor Freeman went on to say that morally he feels that it is unfair for retired
employees to receive a better health insurance benefit than our active employees, but we
have to follow the law. So going forward all city employees will continue to receive their
insurance 100%paid by the city, but employees with family coverage will start having
the additional cost deducted from their paycheck. The additional cost will be deducted
pretax in order to help the employees as much as possible during this transition. Mayor
Freeman stated that the city can simply just not afford to continue to pay 100% and we
have to break the cycle somewhere. Mayor Freeman went on to mention that cost of
living raises have been asked about. When he evaluated the city's salaries we are
currently 2% behind the COLA however the insurance premium increases that the city
has picked up since 2010 have equaled to approximately a 6%increase and that is where
the pay increases have gone. Alderman Sparkman seconded by Alderman Parker 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 6-3-2016
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO./2_-3_-2016
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION ESTABLISHING HEALTH INSURANCE
BENEFITS FOR frit CITY OF VAN BUREN.
WHEREAS, City of Van Buren currently provides health insurance and related benefits to full time
employees,elected officials,former elected officials eligible under Ordinance 26-1978;
and
WHEREAS, the cost of providing health insurance to those eligible is a very substantial
expense to the city;and
WHEREAS, the current health insurance rates will increase effective July 1,2016.
NOW,THEREFORE,BE IT RESOLVED BY nit CITY COUNCIL OF VAN
BUREN,ARKANSAS:
SECTION I: Health Insurance shall be made available to each full time employee and elected official
through the Arkansas Municipal League Municipal Health Benefit Fund.The City will
pay the full cost of health insurance for the employee or elected official and up to a
maximum of$900 per month for the employee or elected official with family coverage.
SECTION 2: Health Insurance shall be made available through the Arkansas Municipal League
Municipal Health Benefit Fund to each former elected official eligible for such benefits
under Ordinance No.26-1978 and Ordinance No.22-2005.
IN WITNESS WAFREOF,the City of Van Buren,Arkansas,by its City Council,
did pass,approve,and adopt,by a vote of for and 0 ag. <- 'the foregoing Resolution
at its Regular Meeting held on the 20th day of June 2016. 11,
ea i
Robert D.Free...,
Mayor
AiTLSTED: • •:•VED AS TO FORM:
Barbie Curtis andice A.Settle V
City Clerk/Treasurer City Attorney
.
•
Next on the agenda was Boards and Commissions. During the May 16, 2016 council
meeting the Van Buren Planning Commission recommended the reappointment of Jay White to
another three year term when his term does not expire until 2018. The Planning Commission has
requested to correct the official vote to reflect this error. Alderman Parker seconded by
Alderman Swaim made a motion to correct the vote to reflect Jay White not being reappointed at
this time. The Council followed with a unanimous vote. The Van Buren Housing Authority
recommended the reappointment of Lisa Huckelbury to another five year term. Alderman Swaim
seconded by Alderman Petty made a motion to grant the nominations. The Council followed
with a unanimous vote.
Next on the agenda was the Financial Statement. Motion was made by Alderman
Dodd and seconded by Alderman Swaim to appropriate the sum of$ 1,424,350.52 to pay
expenses and salaries for May 2016,presented by the City Clerk. The Council followed
with a unanimous vote.
6-01-2016 04:10 PM CITY OF,�VANBUREN N PAGE: 1
c-----------"'" TRBw--BHf.ANCE
AS OF: MAY 31ST, 2016
10-General Fund
*** MONTH TO DATE *** *** YEAR TO DATE **+
ACCT# ACCOUNT NAME DEBITS CREDITS DEBITS CREDITS
ASSETS
1000 Petty Cash 0.00 200.00
1020 Cash in Bank 70,040.32 185,179.09
1020.01 Cash In Bank-Ins. Reimb. 75,000.00 75,000.00 0.*
1020.03 Cash In Bank-ASP's&Walmart 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 1 ,960 5v7?•11
1020.06 2009 Byrne Grant 0.00 0.00 1 1 590•8.9+
1020.07 2007 Byrne Grant 0.00 0.00 107,161 -04+
1020.08 Cash in Bank- Storm Damage 0.00 0.00
3= i75120Y
1020.09 District Cout Grant-Mediation 0.00 25.00
1020.10 Cash in Bank-HDC
50)000'i-00+
1,240.00 6,565.96 -
i 1020.11 Cash in Bank-HVBB 0.00 1,600.00 1 ,531 .28+
1020.12 Emergency Management Fund 0.00 5.00 006
1020.13 Cash In Bank-ACT 833 0.00 162,998.77 1 ,4 2 4,5 5 0.5 2>k i
1020.14 Court Automation-District 671.82 68,845.48
1020.15 Cash in Bank-ACT 1314 0.00 0.00
1020.16 AR Dept of Rural Services 0.00 0.00 0
1020.17 New Police Dept 1,476.18 0.00
1020.18 Cash in Bank- PD Co Tax 39,047.61 14,279.66
1020.19 Cash in Bank- FD Co Tax 20,198.44 125,670.98
1020.20 Cash In Bank-Erosion Control 125.00 20,000.00
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 4,741.91 4,818.84
1020.31 Cash in Bank- Parks 6 Rec 0.00 136.72
1020.32 GIF 0.00
89.43
1020.33 Cash in Bank-Yard Waste 5,989.54 198,347.40
1020.51 Cash in Bank-Cemetery 12.81 2,532.50
1020.91 Cash in Bank-Cap Imp 120,372.66 791,219.45
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 154.93 377,162.15
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 0.00
7 1540 Due From Library Fund 0.00 0.00
!LIABILITIES AND FUND BALANCE
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. The council had a
request from The Old Town Merchants Association, Inc. to modify traffic and close Main Street
for their car show on June 25, 2016. Motion was made by Alderman Swaim and seconded by
Aldemian Moore to approve the request. The council followed with a unanimous vote.
Mayor Freeman reminded the council that the ground breaking for the new Veteran's
Park will be Thursday, June 30th at 11:00 a.m. and fireworks will be held at the Field of Dreams
on July 4th.
John Pope with Keep Van Buren Beautiful thanked Mayor Freeman for attending their
luncheon last week.
There being no further business, motion was made by Alderman Swaim and seconded by
Alderman Parker to adjourn. The Council followed with a unanimous vote. The meeting
adjourned at 6:05 p.m.
ATTESTED: AO-ROVED:
41
CITY CLERK-TREASURER