04 April 2018 Regular MINUTES OF THE VAN BUREN, ARKANSAS
CITY COUNCIL MEETING APRIL 23, 2018
The City Council of the City of Van Buren, Arkansas met at 5:30 p.m. Monday, April 23,
2018 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: Council Member Wood,
Sparkman, Kneeland, Petty, Moore and Swaim. City Clerk-Treasurer Phyllis Thomas and City
Attorney Candice Settle were present. This made a total of nine (9) present. A quorum was
declared.
The invocation was given by Celeste Lewis, CASA Director.
Ms. Lewis then led the Pledge of Allegiance.
Mayor Freeman introduced to the council Corporal Chris Arnold and the city's new K-9
officer Kahr.
Judge Baker then introduced the new President of Arkansas' Court Clerk Association,
Marie Johnson.
Mayor Freeman then asked to adopt the minutes of the Regular Council Meeting on
March 26, 2018. Council Member Kneeland made a motion to approve the minutes. Council
Member Wood seconded the motion. On roll call, the following Council members voted aye:
Council Member Moore, Swaim, Wood, Sparkman, Kneeland and Petty. The following voted
nay: none.
On the agenda next was to consider A RESOLUTION AWARDING A
SERVICE SIDEARM TO CORPORAL MICHAEL STEWART UPON HIS
RETIREMENT. The Clerk read the Resolution in its entirety. Mayor Freeman asked if
there was any discussion. Mayor Freeman mentioned that there would be a retirement
reception for Corporal Steward on May 1st in the Van Buren Police Department Training
Room. Council Member Swaim seconded by Council Member Moore moved that the
Resolution be adopted. On the Clerk's calling the roll, the following vote resulted: Ayes
—Council Member Moore, Swaim, Wood, Sparkman, Kneeland and Petty. 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 4-1-2018
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO.41 - I -2018
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION AWARDING A SERVICE SIDEARM TO
CORPORAL MICHAEL STEWART UPON HIS RETIREMENT.
WHEREAS, Van Buren Police Corporal Michael Stewart is retirine from the City on April 30,
2018 after 22 years 2 months 28 days of service;and
WHEREAS, Corporal Michael Stewart has demonstrated his dedication to duty and to the
citizens of the City of Van Buren;and
WHEREAS, upon regular service retirement under honorable circumstances,the City wishes to
recognize Corporal Michael Stewart service as a police officer,and award to him
his issued sidearm carried by him at the time of his retirement from service.
NOW,I'HLREFORE,BE IT RESOLVED BY THF CITY COUNCIL OF THE CITY OF
VAN BUREN,ARKANSAS,THAT:
SECTION 1: The City Council for the City of Van Buren adopts this resolution awarding this service
Sidearm,a Glock 22 Generation 4,.40 caliber pistol,Serial Number SZE016 to Corporal
Mike Stewart upon his retirement April 30,2018.
IN WITNESS WHEREOF,the City of Van Buren,Arkansas,by its City Council,did pass,
approve,and adopt,by a vote of 60 for and C..) against,the forego ,; •esolution at its regular meeting
held on the 23rd of April 2018. •
_ __
Robert D. -
1al. 11.111 Mayor
ATTESTED: .PPRO D ARM:
Ph Thomas � eA.Sette
City Clerk/Treasurer City Attorney
On the agenda next was to consider A RESOLUTION ACCEPTING THE BID
OF SCOTT EQUIPMENT FOR THE PURCHASE OF A TRACTOR LOADER
BACKHOE FOR THE VAN BUREN YARD WASTE AND STREET
DEPARTMENT; AND FOR OTHER PURPOSES. The Clerk read the Resolution in
its entirety. Mayor Freeman asked if there was any discussion. There was none. Council
Member Petty seconded by Council Member Wood moved that the Resolution be
adopted. On the Clerk's calling the roll, the following vote resulted: Ayes—Council
Member Moore, Swaim, Wood, Sparkman, Kneeland and Petty. 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 4-2-2018
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO.y - oZ-2018
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION ACCEPTING IHE BID OF SCOTT
EQUIPMENT FOR THE PURCHASE OF A TRACTOR LOADER
BACKHOE FOR THE VAN BUREN YARD WASTE AND
STREET DEPARTMENT;AND FOR OTHER PURPOSES.
WHEREAS, the City of Van Buren has advertised for bids for the purchase of a tractor loader backhoe
for the Yard Waste and Street Department;and
WHEREAS, one bid was received and opened in accordance with Arkansas law and Scott Equipment
was the only bidder meeting the bid specifications.
NOW, THEREFORE,BE IT RESOLVED BY TAF CITY COUNCIL OF VAN BUREN,
ARKANSAS,THAT:
SECTION I: The City of Van Buren,Arkansas accepts the bid of$84.822.00 plus applicable sales tax
as submitted by Scott Equipment 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 Yard Waste funds relating to the purchase
and to execute all documents necessary to effectuate the agreement.
IN WITNESS WHEREOF,the Cityof Van Buren,Arkansas,by its City Council,
did pass,approve,and adopt,by a vote of for and C7 against,the foregoing Resolution
at its regular meeting held on the 23'day of April 2018.
Robert D. ..
Mayor
ATTESTED: / APPR'VEND AS TO FORM:
Ph• is Thomas Candice Settle
City Clerk/Treasurer City Attorney
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
AUTHORZIED 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. Council Member Wood seconded by Council Member Kneeland moved
that the Resolution be adopted. On the Clerk's calling the roll, the following vote
resulted: Ayes Council Member Moore, Swaim, Wood, Sparkman, Kneeland and Petty.
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 4-3-2018
CITY OF VAN BUREN.ARKANSAS
RESOLUTION NO. 4 - 3 -2018
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,ARKANSAS,A
RESOLUTION TO BE ENI TILED:
A RESOLUTION TO AUTHORIZE THE MAYOR AND CITY CLERK TO
REMOVE AND DISPOSE OF CERTAIN FEUD ASSETS FROM THE CITY OF
VAN BUREN'S FIND ASSET INVENTORY,BY SEALED BID,AUCTION OR
OTHER METHODS AUTHORIZED UNDER THE LAW, AND FOR OTHER
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 t'HE 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#
Fire Department $2,561.50 Xeon Rach Server FD1-397
Express Code:5511631285
IN WTTNES$WHEREOF,the City of Van Buren,Arkansas,by its City Council,did pass,approve,and
adopt,by a vote of for and Q against the foregoing Resolution at its regular meeting held on the 23rd day
of April 2018.
Robert D.- _.._.
Mayor
ATTESTED: 3 ►)y)y 1 FORM:
kla
Phyllis omas Can, e •. ettle
City Clerk'Treasurer -ity Attorney
On the agenda next was to consider AN ORDINANCE TO AMEND
ORDINANCE NO. 05-2018 ALLOCATING AND APPROPRIATING FUNDS FOR
REPAIRS TO THE VAN BUREN FIRE DEPARMENT TRAINING FACILITY;
DECLARING AN EMERGENCY; AND FOR OTHER PURPOSES. The Clerk read
the Ordinance in its entirety. Council Member Petty moved that the rules be suspended
and the Ordinance be placed on its second reading. The motion was seconded by Council
Member Moore. The council followed with a unanimous vote. The Clerk then read the
Ordinance the second time.
Council Member Kneeland moved that the rules be further suspended and the
Ordinance placed on the third and final reading. The motion was seconded by Council
Member Swaim. 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 noted that this additional payable was due to an issue found in some top bricks
that had come loose. He gave them the go ahead to repair them while they were there
instead of calling them back at a later time.
The Mayor then put the question, "Shall the Ordinance pass?" Motion was made by
Council Member Wood and seconded by Council Member Kneeland to adopt the Ordinance. On
the Clerk's calling the roll, the following vote resulted: Ayes—Council Member Moore, Swaim,
Wood, Sparkman, Kneeland and Petty. 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 Council Member Wood and seconded by Council Member
Kneeland, that the emergency clause be adopted. On the Clerk's calling the roll, the following
vote resulted: Ayes—Council Member Moore, Swaim, Wood, Sparkman, Kneeland and Petty.
Nays—none.
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 11-2018
CITY OF VAN BUREN,ARKANSAS
ORDINANCE NO./ -2018
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,
ARKANSAS,AN ORDINANCE TO BE ENTITLED.
AN ORDINANCE TO AMEND ORDINANCE NO. 05-2018
ALLOCATING AND APPROPRIATING FUNDS FOR REPAIRS
TO NHP, VAN BUREN FIRE DEPARTMENT TRAINING
FACILITY;DECLARING AN EMERGENCY;AND FOR OIHER
PURPOSES.
WHEREAS, the City of Van Buren has contracted with Mid-Continental Restoration Co..Inc.for they
ex-tenor repairs to the Van Buren Fire Department Training Facility in the amount of
529,500.00;and
WHEREAS, further repairs were identified during the restoration resulting in an additional payment of
53,037.70 which is now due and payable.
NOW,1HEREFORE,BE IT ORDAINED BY 1HE CITY COUNCIL OF 111E.CITY OF
VAN BUREN,ARKANSAS:
SECTION I:The Mayor and City Clerk are authorized to pay Mid-Continental Restoration Co.,Inc.an
additional amount of three thousand-thirty seven dollars and seventy cents(13,037.70
Attachment"A")of Fire Department County Sales Tax Funds for repairs.
SECTION 2: Due to the need to make payments to the contractor,an emergency is hereby declared
to exist and this Ordinance shall be in full force from and after the date of i s passage
and approval.
IN WITNESS WHEREOF.the City of Van Buren,Arkansas,by its City Council,did pass,approve,
and adopt,by a vote of 2for and C.) against,the foregoing Ordinance at its regular meeting held on the
23r°day of April 2018.
Robert•.`.�".,n.,�
Mayor
ATTESTED: APP•s VEDA 0 FO•
Ph s Thomas
Candice A. -le
Ciry Clerk/Treasurer City Attorney
Next on the agenda was the Financial Statement. Motion was made by Council
Member Swaim and seconded by Council Member Moore to appropriate the sum of
$1,447,873.43 to pay expenses and salaries for March 2018,presented by the clerk. The
Council followed with a unanimous vote.
�._� 4-06-2018 08:44 AM CITY OF VAN BUREN PAGE: 1
.1 TRIAL BALANCE
AS OF: MARCH 31ST, 2018 x
10 -General Fund
-.. MONTH TO DATE "` "' YEAR TO DATE .7.
ACCT# ACCOUNT NAME DEBITS CREDITS DEBITS CREDITS
ASSETS
1000 Petty Cash 0.00 200.00
1020 Cash in Bank 29,007.13 169,081.40
I1020.01 Cash In Bank-Ins. Reimb. 20,772.50 97,865.61
1020.03 Cash In Bank.-ASP's&Waimart Gra 0.00 79.24 U
I
1020.04 Veterans' Memorial-Act 934 0.00 0.00
I1020.05 2009 Byrne Recovery Grant 0.00 0.00 0
'", 1020.06 2009 Byrne Grant 0.00 0.00
::./ 1020.07 2007 Byrne Grant 0.00 0.00
;:.1 1020.08 Cash in Bank- Storm Damage 0.00 0.00 1 , i I U • , .1,4i-
.; 1020.09 District Cout Grant-Mediation 0.00 25.00 1 .3`' ;00, j 3 - ?T
[i 1020.10 Cash in Bank - HDC 0.00 1,793.34 C U f'.,-• I,y
i 1020.11 Cash in Bank.KVBB 0.00 2,420.00 _
1020.12 Emergency Manaoement Fund 0.00 0.00 4 ti " 3
I
1020.13 Cash In Bank-ACT 833 0.00 88,727.37
1 1020.14 Court Automation-District 945.75 61,211.54 0 ,
it 1020.15 Cash in Bank-ACT 1314 0.00 0.00
1 1020.26 AR Dept of Rural Services 0.00 0.00
.1 1020.17 New Police Dept 0.00 0.00 '
1020.18 Cash in Bank - PD Co Tax 2,340.34 38,340.48
'i 1020.19 Cash in Bank - FD Co Tax 14,544.46 213,952.45
1 1020.20 Cash In Bank-Erosion Control 250.00 24,475.00
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 9,239.93
1020.28 Marina Repairs 0.00 10,495.60
1020.29 Property Maintenance-Scrap 0.00 0.00
1020.30 Field of Dreams-Equipment 992.25 7,523.77
IJ 1020.31 Cash in Bank - Parks & Rec 0.00 0.00
1020.32 GIF 0.00 0.00
"l 1020.33 Cash in Bank-Yard Waste
:��� 2,530.58 263,221.58
1020.34 Cash In BankPublic Faciioties 0.00 671.86
,I 1020.35 Cash In Bank-Jail 5,114.27 16,627.30
1. 1020.36 Cash on Bank-Property Cleanup 0.00 14,593.74
1020.37 Probation 5,515.00 33,887.65
1020.51 Cash in Bank - Cemetery 662.09 1,487.86
1020.52 Cemetery-Donations 0.00 32,000.00
{.; 1020.80 Cash in Bank-KOH 941.18 0.12
II 1020.91 Cash in Bank - Cap Imp 36,812.62 931,624.74
Y'
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 s Rec 0.00 0.00
1040.51 Investments - Cemetery 0.00 38,752.59
1040.91 Investments - Cap Imp 102.02 380,063.45
1050 Foxed Assets 0.00 0.00
Next Police, Fire, Building Inspector, Public Works/Planning, City Attorney, 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 Butterfield Trail School to close a portion of 13th Street on June 8, 2018 for the Van
Buren Middle School Band Camp. Motion was made by Council Member Petty and seconded by
Council Member Swaim. The council followed with a unanimous vote.
Council Member Wood said there was a good response to the "walk around"with Mark
Fenton.
There being no further business, motion was made by Council Member Swaim and
seconded by Council Member Petty to adjourn. The Council followed with a unanimous vote.
The meeting adjourned at 7:12 p.m.
ATT TED: _ AP ' • VED� •
CITI((,LERK-TREASURER MAYOR