01 January 2017 Regular •
MINUTES OF THE VAN BUREN,ARKANSAS
CITY COUNCIL MEETING JANUARY 23,2017
The City Council of the City of Van Buren, Arkansas met at 5:30 p.m. Monday, January
23, 2017 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 Kneeland, Petty,
Moore, Swaim, Wood and Sparkman. Deputy City Clerk Connie Hyatt was present. City Clerk-
Treasurer Phyllis Thomas and City Attorney Candice Settle were absent. This made a total of
eight(8)present. A quorum was declared.
The invocation was given by District Court Judge Chuck Baker.
Judge Baker then led the Pledge of Allegiance.
Mayor Freeman then asked to adopt the minutes of the Council Meeting on December 19,
2016. Alderman Moore made a motion to approve the minutes. Alderman Swaim seconded the
motion. On roll call, the following Council members voted aye: Alderman Sparkman,
Kneeland, Petty, Moore, Swaim and Wood. The following voted nay: none.
Mayor Freeman then led the organization of the City Council discussion as required by
ACA 14-43-501.
I
I
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 council authorizes purchases of the new vehicles and
the older vehicle is pushed out or transferred to a different department. These vehicles are
high maintenance and Mayor Freeman suggested we dispose of them by auction.
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 Sparkman,
Kneeland, Petty, Moore, Swaim and Wood. Nays—None.
The Mayor thereupon declared the Resolution adopted and signed the Resolution,which
was attested by the Deputy City Clerk and impressed with the seal of the City.
THE RESOLUTION WAS GIVEN THE NUMBER 1-1-2017
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. I - 1 -2017
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,ARKANSAS,A
RESOLUTION TO BE ENTITLED:
A RESOLUTION TO AUTHORIZE 1'HE MAYOR AND CITY CLERK TO
REMOVE AND DISPOSE OF CERTAIN FIXED ASSETS FROM 111E CITY OF
VAN BUREN'S FIXED ASSET INVENTORY,BY SEALED BID,AUCTION OR
O1•HER METHODS AUTHORIZED UNDER THE LAW,AND FOR O1HER
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 1B.E 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#
Police Department $18,738.00 2002 Chevrolet Impala Sedan PD-543
VIN#2G1WF55K829350204
Property Maintenance $20,407.00 2002 Dodge Ram 1500 4x4 PM-22
VIN#1 D7HU 18NO2 S 717878
City Inspector $17,989.00 2000 Ford Pickup CI-81
VIN#1 FTRF 17 W3 YKB23443
IN WITNESS WHEREOF,the City of Van Buren,Arkansas,by its City Council,did pass,approve,and
adopt,by a vote of Apfor and 0 against the foregoing Resolution at its regular meeting held on the 23rd
day of January 2017.
RobertD. -
Mayor
STED: P. a!;L� RM:
A6,4 C �`��1F.
Thomas Candice A.Settle
1:444.1 City Clerk/Treasurer City Attorney
i
On the agenda next was to consider A RESOLUTION AMENDING
RESOLUTION NO. 11-03-2015 AUTHORIZING MAYOR TO ENTER INTO A
CONTRACT FOR ARCHITECTURAL SERVICES AT THE NEW VETERAN'S
PARK. The Clerk read the Resolution in its entirety. Mayor Freeman asked if there was
any discussion. Mayor Freeman stated the original duties were bathroom and splash pad.
Alderman Petty asked if this would change any monetary values or just the scope of Mr.
Biggerstaff's job description. Mayor Freeman replied that was correct and there would be
no monetary change. Alderman Wood asked if there was a difference in stating Veteran's
Park versus Freedom Park. Mayor Freeman stated since the original resolution said
Veteran's Park they kept this resolution with the same name. Alderman Sparkman
seconded by Alderman Moore moved that the Resolution be adopted. On the Clerk's
calling the roll,the following vote resulted: Ayes—Alderman Sparkman, Kneeland,
Petty, Moore, Swaim and Wood. Nays—None.
The Mayor thereupon declared the Resolution adopted and signed the Resolution,which
was attested by the Deputy City Clerk and impressed with the seal of the City.
THE RESOLUTION WAS GIVEN THE NUMBER 1-2-2017
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. I - - -2017
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION AMENDING RESOLUTION NO. 11-03-
2015 AUTHORIZING THE MAYOR TO ENTER INTO A
CONTRACT FOR ARCHITECTURAL SERVICES AT THE
NEW VETERAN'S PARK.
WHEREAS, the City of Van Buren,Arkansas has determined that it needs architectural
services in connection with the design and project oversight at the new
Veteran's Park within the City;and
WHEREAS, the City is currently contracted with Biggerstaff,Minden and Associates to
provide some of these services.
NOW,THEREFORE,BE IT RESOLVED BY THE
CITY COUNCIL OF VAN
BUREN,ARKANSAS,THAT:
SECTION 1: The Mayor is authorized to expand the contract with Biggerstaff,Minden and
Associates to provide architectural services for the design and project
oversight at the new Veteran's Park within the City.
IN WITNESS WHEREOF,the City of Van Buren,Arkansas,by its City Council,
did pass,approve,and adopt,by a vote of for and p against the foregoing Resolution
at its Regular Meeting held on the 23rd day a January 2017 IIV
Ro.ert cll ---..�`
Mayor
ATTESTED: APPROVED AS TO FORM:
i it
Caliiki
40_,
VV 1
Candice\A-fie e
L1e444, City Clerk/Treasurer City Attorney
F,
On the agenda next was to consider AN ORDINANCE SETTING THE
SALARIES OF THE MAYOR, CITY CLERK-TREASURER, CITY ATTORNEY
AND DISTRICT COURT JUDGE; DECLARING AN EMERGENCY; AND FOR
OTHER PURPOSES. 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 Moore. The council followed with a unanimous
vote. The Clerk then read the Ordinance the second time.
Alderman Moore moved that the rules be further suspended and the Ordinance
placed on the third and final reading. The motion was seconded by Alderman Sparkman.
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. Mayor Freeman said
the first three salary changes were in the city's budget for a 2%raise and a resolution
must be passed to change any elected officials salary. The District Court Judge listed is
our portions of his salary.
The Mayor then put the question, "Shall the Ordinance pass?" Motion was made by
Alderman Swaim and seconded by Alderman Wood to adopt the Ordinance as amended. On the
Clerk's calling the roll, the following vote resulted: Ayes—Alderman Sparkman, Kneeland,
Petty, Moore, Swaim and Wood.Nays—none. 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 Swaim and seconded by Alderman Petty, that the
emergency clause be adopted. On the Clerk's calling the roll,the following vote resulted: Ayes
—Alderman Sparkman, Kneeland, Petty, Moore, Swaim and Wood. Nays—none.
The Mayor then declared the Ordinance passed and signed same in open Council, duly
attested by the Deputy City Clerk.
THE ORDINANCE WAS GIVEN THE NUMBER 1-2017
CITY OF VAN BUREN,ARKANSAS
ORDINANCE NO. I -2017
BE IT ENAC1MJ BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN,
ARKANSAS,AN ORDINANCE TO BE ENTITLED.
AN ORDINANCE SETTING TEE SALARIES OF THE
MAYOR,CITY CLERK-TREASURER,CITY ATTORNEY
AND DISTRICT COURT JUDGE; DECLARING AN
EMERGENCY;AND FOR OTHER PURPOSES.
WHEREAS, the Van Buren City Cowell desires to grant s cost of living increase for the Mayor,City
Clerk-Treasurer,City Attorney and set the City's share of the salary of the District Court
Judge,which would be reflected on the city payroll beginning January 31,2017.
NOW,THEREFORE,BE IT ORDAINED AND ENACTED BY THE CITY
COUNCIL OF THE CITY OF VAN BUREN,ARKANSAS,THAT;
I
SECTION I: Beginning on the fust dry of January 2017,the arcual salary of the Mayor,
City Clerk-Treasurer and City Attorney shall be as follows:
MAYOR $64,760.00
CITY CLERK-TREASURER $47,912.00
CITY ATTORNEY $12,750.00
SECTION R Beginning on the fust day of January 2017,the City's share of the District Court
Judge's annual salary to be submitted to the State of Arkansas Department of Finance ,
and Administration shall be as follows:
DISTRICT COURT JUDGE 027,551.90
SECTION 3: Beginning on the first day ofJaouary 2017,Crawford Cowry's share of the
District Court Judge's amual salary to be submitted by the City of Van Buren to the
State of Arkansas Department of Finance and Administration in a000rdsuce with
the Interims]Agreement dated December 19,2016 shall be as follows:
DISTRICT COURT JUDGE 018,77433
SECTION 4: Itis further found that due to the need to process the payroll an emergency is declared to I
exist and this ordinance being necessary for the preservation of the public health,safety,
and welfare,it shall take effect from and after its passage and approval
IN WITNESS WHEREOF,the City of Van Buren,
approve,and adopt,by a vote of(for cod Q against go'g Ordinmoe at its regular
meeting held on the 23r°day ofJau 017.
Ro III
Mayor,
ATTESTED: 41'PR a.Oar • O$M:
pfrc.43,014Lt_s:(*al
amm Candice A.Settle
*_ y City Clerk/Treasurer - City Attorney F:
6
Next on the agenda was a public hearing for the abandonment of a public right-of-way in
Faber Addition. Attorney Philip Bagby requested this item was tabled. Motion was made by
Alderman Wood and seconded by Alderman Moore to table this hearing. .
Next on the agenda was Boards and Commissions. The Van Buren Municipal Auditorium
Commission recommended the appointment of Jessica Fisher to serve a five (5) year term.
Alderman Sparkman seconded by Alderman Moore made a motion to grant the nomination. The
Council followed with a unanimous vote. The Van Buren Advertising and Promotion
Commission recommended the appointment of Alderman Alan Swaim and Alderman Tyler
Wood to serve as the two elected alderman on this commission. Alderman Petty seconded by
Alderman Moore made a motion to grant the nomination. The Council followed with a
unanimous vote.
Next on the agenda was the Financial Statement. Motion was made by Alderman Swaim
and seconded by Alderman Moore to appropriate the sum of$ 1,450,757.51 to pay expenses and
salaries for December 2016,presented by the clerk. The Council followed with a unanimous
vote. ,
1-17-2017 10:25 266 C I T Y O F VAN 0 S 6 1 9 PAGE: 1
ATRIA1,BALANCE s ,
AS OF: DEC6s00ER 31ST,2016 V
.0-Genera , 6 v 1
•••MONTS TO GATE••• •�•TEAR TO GATE ••• _
ACCT( ACCOUNT NAME DEBITS CREDITS DEBITS CREDITS
Saeca
4 1000 Patty Cash 0.00 200.00 0d
1020 Cash in Bank 136,303.02 363,614.85
-1020 01 Cash In Bank Ins.Reimb. 1,724.13 170,519.93
'y41020 03 Cash In Bank-ASP'essalaart Gra 0.00 79.26 1 s 2 5 7 s 9�i -0.1+
1020.04 Veteran.'Memorial-Act 934 0.00 11,860.16 1'930-5.6+
1020.05 2009 Byrne Recovery Grant 0.00 0.00 142,91,4.71+
1020.06 2009 Byrne Grant 0.00 0.00 45,450•31+
1020.07 2007 Byrne Grant 0.00 0.00
2,472•92+
1020.08 Cash in Bank- Stora Damage 0.00 0.00 -
K. 1020.09 District Cont Grant-Mediation 0.00 25.00 1,450,757.51t+
Y 1020.10 Cash in Bank-BDC 252.47 1,693.56
1020.11 Cash in Bank-EVBB 0.00 0.00
1020.12 Emergency Management Fund 0.00 0.00
1020.13 Cash In Bank-ACT 833 0.00 134,290.61
`4 1020.14 Court Automation-District 4,B62.34 53,136.35
1020.15 Cash in Sank-ACT 1314 0.00 0.00
-,'4 1020.16 AR Dept of Rural Services 0.00 0.00
1020.17 New Police Dept 0.00 0.00
1020.18 Cath in Bank-PO Co Tax 18,514.46 47,956.21
1020.19 Cash in Bank-FD Co Tax 1,822.27 165,809.48
1020.20 Cash In Bank-Erosion Control 75.00 21,200.00
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 8,489.93
:,] 1020.28 Marina Repairs 0.00 10,495.60
y 1020.29 Property Maintenance-Scrap 0.00 365.06
1 L020.30 Field of Dream-Equipment 330.72 2,062.69
L020.31 cash in Bank-Perks&NBC 0.00 136.72
1020.32 GIF 0.00 89.43
:1 4020.33 Cash in Bank-Yard Masts 4,759.87 224,739.21
'7 1020.34 Cash In BankPuhlic Facilities 0.00 671.86
1020.35 Cash In Bank-Jail 52,416.92 52,414.92
!020.51 Cash in Bank-Cemetery 663.83 7,665.19
.020.91 Cash in Bank-Cap Imp 150,673.99 1,043,627.74
.040 Investments 0.00 0.00
.040.10 Investments-Sales Tax City 0.00 0.00
.040.18 Investments-PD Co Tax 0.00 0.00
.040.19 Invaataents-FD Co Tax 0.00 0.00
.060.27 Investments-Levee 0.00 0.00
f d .040.31 Investments-Parks Ree 0.00 0.00
§' 040.51. Investments-Cemetery 1 0.00 38,752.59
�. 040.91. Investments-Cap Imp 155.38 378,269.19
050 Fixed Assets 0.00 0.00
S':i .051 Accumulated Depredation 0.00 0.00
Thi 504 Due from Payroll 0.00 0.00
'i 505 Due From Other Funds 0.00 0.00
.',1 520 Due Ls=Street Fund 0.00 0.00
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
that the special called council meeting on February 1St at noon will be for John Vickerman to
make a presentation about intermodal court and the request for the expression of interest. The
February council meeting has been scheduled for the 27th due to holiday conflict.Next, Mayor
Freeman requested the go ahead to submit a letter to the director of Arkansas Highway and
Transportation Deparment to enter into a partnership with them for 20% of the project up to three
million dollars. He noted that before the city entered into any formal agreement it would come
back to the council for approval. Alderman Swaim asked if the city would be able to set back
$750,000 a year. Mayor Freeman said that it would likely fluctuate with a large sum of money
being contributed on the last year. Alderman Swaim expressed that he felt this was a high
priority. Alderman Petty stated he believes it would be a disservice to the community to not try
to partner with AHTD. Alderman Kneeland asked if there was any way we would have a say in
the design of the projects we partner on. City Planner Joe Hurst said that the letter could be
written to express the partnership being contingent on the agreement of the project design.
Mayor Freeman said that he would like to offer in his letter to the director for the city to take
over maintenance on the section of highway 59 from the train depot to the triangle adjacent to
the city complex. Motion was made by Alderman Sparkman and seconded by Alderman Petty.
The council followed with a unanimous vote.
There being no further business, motion was made by Alderman Kneeland and seconded
by Alderman Wood to adjourn. The Council followed with a unanimous vote. The meeting
adjourned at 6:15 p.m.
ATTESTED: • ' ' ',OVED:
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CI�RK-TREA R : '
SURE MAY