06 June 2018 Regular MINUTES OF THE VAN BUREN,ARKANSAS
CITY COUNCIL MEETING JUNE 25, 2018
The City Council of the City of Van Buren, Arkansas met at 5:00 p.m. Monday, June 25,
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 Retired Chief Gary Sipes of the Arkansas Chief of Police
Association.
Chief Sipes then led the Pledge of Allegiance. He then went on to say that the Van Buren
Police Department was the eleventh in the state to achieve accreditation thanks to Chief Bell's
work over the years and Chief Hammond for picking up where he left off and continuing that
excellence moving forward.
Mayor Freeman then asked to adopt the minutes of the Regular Council Meeting on May
21, 2018. Council Member Kneeland made a motion to approve the minutes. Council Member
Petty seconded the motion. On roll call, the following Council members voted aye: Council
Member Sparkman, Kneeland, Petty, Moore, Swaim and Wood. The following voted nay: none.
On the agenda next was to consider A RESOLUTION TO AUTHORIZE THE
MAYOR TO RENEW THE ANNUAL SOFTWARE SUBSCRIPTIONS AND
SUPPORT FOR THE POLICE DEPARTMENT. 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 Sparkman moved that the Resolution be
adopted. On the Clerk's calling the roll, the following vote resulted: Ayes—Council
Member 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 City Clerk and impressed with the seal of the City.
THE RESOLUTION WAS GIVEN THE NUMBER 6-1-2018
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO.to - l -2018
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION AUTHORIZING THE MAYOR TO
RENEW 1111.,ANNUAL SOFTWARE SUBSCRIPTION AND
SUPPORT FOR[Hit POLICE DEPARTMENT.
WHEREAS, the Police Department has been using Information Technologies,LLC.Records
Management software to draft and store police reports since 1998;and
WHEREAS, in 2007 the Van Buren City Council approved upgrading the software from the
Standard Edition to the Enterprise Edition;and
WHEREAS, the software subscription and software support payment is due for the annual
renewal.
NOW, 1111,REFORE, BE IT RESOLVED BY THE CITY COUNCIL OF VAN
BUREN,ARKANSAS,THAT:
SECTION 1: The Mayor is authorized to renew the software subscription and software support
for the Enterprise Edition of Records Management at a price of$31,329.00.
IN WITNESS WHEREOF,the City of Van Buren,Arkansas,by its City Council,
did pass,approve,and adopt,by a vote of to for and U against,the foregoing Resolution
at its meeting held on the 25th day of June 2018.
_41111116._
—
Robert ► ■, i. F
Mayor
r � :
ATTESTED:
APPR� D AS TO FORM:
Phy�(^{i 4 Candice A.
City Clerk/Treasurer City Attorney
On the agenda next was to consider A RESOLUTION AUTHORIZING THE
MAYOR TO PURCHASE A CERTAIN VEHICLE FOR THE CITY OF VAN
BUREN PARKS DEPARTMENT,THROUGH THE STATE PURCHASE
CONTRACT; AND FOR OTHER PURPOSES. The Clerk read the Resolution in its
entirety. Mayor Freeman asked if there was any discussion. Mayor Freeman noted that
Paul Dunn's current truck would be pushed down and become a dedicated vehicle to
maintain Mike Meyer Park and in doing so, this new truck would become Mr. Dunn's
new city vehicle. Council Member Swaim seconded by Council Member Sparkman
moved that the Resolution be adopted. On the Clerk's calling the roll, the following vote
resulted: Ayes—Council Member 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 City Clerk and impressed with the seal of the City.
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. (z)- -2018
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED.
A RESOLUTION AUTHORIZING 1'l±E MAYOR TO PURCHASE
A CERTAIN VEHICLE FOR THE CITY OF VAN BUREN PARKS
DEPARTMENT, THROUGH THE STATE PURCHASE
CONTRACT;AND FOR OTHER PURPOSES.
WHEREAS, the City of Van Buren is in need of a certain vehicle for the maintenance of
property within the City;and
WHEREAS, the City of Van Buren desires to purchase one(1)2018 Chevrolet Colorado Crew
Cab Truck for the price of$23,524.80 plus delivery cost for the Parks Department
as set forth in attachment"A"hereto;and
WHEREAS, the City is authorized to waive the expense and time of bidding by purchasing
such vehicle through the state purchase contract,pursuant to ARK.CODE ANN.
§19-11-249,and the City has decided that it is in its best interest to purchase the
above listed vehicle via the 2018 Arkansas State Contract,Award No.SP-18-
0049.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF VAN
BUREN,ARKANSAS,THAT:
SECTION 1: The Parks Department of the City of Van Buren, Arkansas is in need
of the vehicle set forth above.
SECTION 2: Said Chevrolet Colorado Crew Cab Truck is to be purchased via the 2018
Arkansas State Contract,Award No.SP-18-0049 from Bale Chevrolet for the total
sum of$23,524.80 plus delivery cost from Capital Improvement Funds.
SECTION 3: The Mayor and City Clerk are hereby authorized by the City Council for the City
of Van Buren to execute all documents,contracts,and agreements necessary to
effectuate this action.
IN WITNESS WHEREOF,the City of Van Buren Arkansas,by its City Council,did
pass,approve,and adopt,by a vote of Lp for and 0 ,against,the foregoing Resolution at
its meeting held on the 25th day of June 2018.
Robert D eeman
Mayor
ATTESTED: ' ' ACP•RO •�. 1%.TO FORM:
Ph •is Thomas Candice A.Settle
City Clerk/Treasurer City Attorney
On the agenda next was to consider A RESOLUTION APPROVING THE
FINAL PAYMENT FOR THE MIKE MEYER PARK DRAINAGE
IMPROVEMENT PROJECT; 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 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 City Clerk and impressed with the seal of the City.
THE RESOLUTION WAS GIVEN THE NUMBER 6-3-2018
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. - .3-2018
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION APPROVING 111.L FINAL PAYMENT
FOR 1111, MIKE MEYER PARK DRAINAGE
IMPROVEMENT PROJECT; AND FOR OTHER
PURPOSES.
WHEREAS, the City of Van Buren advertised for bids for the 2018 Mike Meyer Drainage
Improvement Project;and
WHEREAS, the City Council approved Silco Construction,Inc.for the construction
project by Resolution#2-1-2018;and
WHEREAS, the City desires to change the project, as set forth in the final payment, by
increasing the contract amount by$104.30.
NOW, 111J;REFORE, BE IT RESOLVED BY 1'Hi; CITY COUNCIL OF VAN
BUREN,ARKANSAS, THAT:
SECTION 1: The City of Van Buren,Arkansas accepts and approves the final payment of
$134,204.55 for the 2018 Mike Meyer Drainage Improvement Project to Silco
Construction,Inc.
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 2018 Mike Meyer
Drainage Improvement Project and to execute all documents necessary to
effectuate said changes.
IN WITNESS WFTFREOF,the City of Van Buren,Arkansas,by its City Council,
did pass,approve,and adopt,by a vote of /c, for and C) against,the foregoing Resolution
at its regular meeting held on the 25th day of June 2018.
Robert D.Freem
Mayor
ATTESTED: 'PROVE iU • 'S RM:
Phyffis Thomas - -eand ce A.Settle
City Clerk/Treasurer City Attorney
On the agenda next was to consider A RESOLUTION AUTHORIZING THE
MAYOR TO PURCHASE CERTAIN REAL PROPERTY FOR PARKS AND
TRAILS; AND FOR OTHER PURPOSES . The Clerk read the Resolution in its
entirety. Mayor Freeman asked if there was any discussion. Mayor Freeman explained
that this property backs up to Fire Station#4 and is surrounded by property the Gaither
family donated to the city. Council Member Wood seconded by Council Member Swaim
moved that the Resolution be adopted. On the Clerk's calling the roll, the following vote
resulted: Ayes—Council Member 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 City Clerk and impressed with the seal of the City.
THE RESOLUTION WAS GIVEN THE NUMBER 6-4-2018
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. (fl - -2018
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION AUTHORIZING 111E MAYOR TO PURCHASE
CERTAIN REAL PROPERTY FOR PARKS AND TRAILS; AND
FOR O 111ER PURPOSES.
WHEREAS, the City has determined that it desires to acquire,for the public good and benefit,certain
real property located within the Van Buren city limits for parks and trails;and
WHEREAS, upon the City's best,information,knowledge,and belief the appraised value and the fair
market value of said property is as listed below. The City,wishes to offer in good faith to
purchase said property for the amount listed below plus the closing costs.
Property Address Leeal Description Appraised Value Purchase Price
TBD Durango Drive Part of NW 1/4 SW1/4 $125,000.00 $120,000.00
Of Section 7 T-9-N,
R-31-W,
Van Buren,Arkansas.
NOW,1•HEREFORE,BE IT RESOLVED BY 111E CITY COUNCIL OF 11:1E CITY OF VAN
BUREN,ARKANSAS,THAT:
SECTION 1: The City Council hereby authorizes the Mayor to purchase the afore described real
property for the amount listed above plus the closing costs utilizing Capital Improvement
Funds.
SECTION 2: The Mayor is authorized and directed to execute such documents and instruments as may
be necessary to proceed with and finalize the purchase of said property,and the City
Clerk is hereby authorized and directed to attest same.
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,th or-_oing Resolution at its meeting held on
the 25th of June 2018.
- —ellk .,
Robert D.Fre- . ohiik
Mayor
ATTESTED: S / D • • ORM:
PhAig Thomas Can.'ceA.Se. e
City Clerk/Treasurer ity Attorney
On the agenda next was to consider AN ORDINANCE ALLOCATING AND
APPROPRIATING INSURANCE PROCEEDS FOR REPAIRS TO THE VAN
BUREN MUNICIPAL UTILITIES FACILITIES; AUTHORIZING THE VAN
BUREN MUNICIPAL UTILITIES TO PAY FOR ROOF REPAIRS; WAIVING
BIDDING REQUIREMENTS; DECLARING AN EMERGENCY; AND FOR
OTHER PURPOSES. The Clerk read the Ordinance in its entirety. Council Member
Swaim moved that the rules be suspended and the Ordinance be placed on its second
reading. The motion was seconded by Council Member Petty. The council followed with
a unanimous vote. The Clerk then read the Ordinance the second time.
Council Member Swaim moved that the rules be further suspended and the
Ordinance placed on the third and final reading. The motion was seconded by Council
Member Kneeland. 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
Council Member Swaim and seconded by Council Member Kneeland to adopt the Ordinance.
On the Clerk's calling the roll, the following vote resulted: Ayes—Council Member 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 Council Member Swaim and seconded by Council Member Petty,
that the emergency clause be adopted. On the Clerk's calling the roll, the following vote resulted:
Ayes—Council Member 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 City Clerk.
THE ORDINANCE WAS GIVEN THE NUMBER 14-2018F
CITY OF VAN BUREN,ARKANSAS
ORDINANCE NO.141-2018
BE IT ENACTED BY THE CITY COUNCIL OF THE CITY OF VAN BUREN,ARKANSAS,
AN ORDINANCE TO BE ENTITLED:
AN ORDINANCE ALLOCATING AND APPROPRIATING INSURANCE
PROCEEDS FOR REPAIRS TO THE VAN BUREN MUNICIPAL
UTILITIES FACILITIES; AUTHORIZING TELE VAN BUREN
MUNICIPAL UTILITIES TO PAY FOR ROOF REPAIRS; WAIVING
BIDDING REQUIREMENTS. DECLARING AN EMERGENCY; AND '
FOR OTHER PURPOSES.
WHEREAS, Van Buren Municipal Utilities suffered roof damages due to weather,and
WHEREAS, bids were sought with local contractors for repairs subject to approval by the Van Buren
Municipal Utilities Property Insurance Provider,and
WHEREAS, it would be impracticable and unfeasible to further bid these improvements for the roof I -
repairs without exposing this building to substantial water damages;and
WHEREAS, Section 14-58-303 of the Arkansas Code Annotated provides that"The governing body,
by Ordinance,may waive the requirements of competitive bidding in exceptional
situations where such procedure is deemed not feasible or practical" -
NOW,THEREFORE,BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF -
VAN BUREN,ARKANSAS,THAT:
SECTION 1: The City Council hereby waives the requirements of competitive bidding for the roof
repairs to Van Buren Municipal Utilities facilities as such a procedure is not deemed to
be feasible or practical under the circumstances.
SECTION 2: The Van Buren Municipal Utilities are hereby authorized to enter into a contract with
Dale Crampton Company for the roof repairs to Van Buren Municipal Utilities facilities
as approved by their insurance provider in the amount of$238,762.52.
SECTION 3: The repairs hereto are deemed and found to be necessary for the immediate preservation
of health,safety and welfare of the city and as such as an emergency is hereby declared,
and this Ordinance shall take effect and be in full force upon and after its passage and
approval.
IN WITNESS WHEREOF the City of Van Burn. ..as,by its City Council,did pass,
approve,and adopt,by a vote of for and 0 against,th .ing Oidmance at'ts -ting held on
the 25i6 day of June 2018.
Robert D.F---. .
Mayor
ATTESTED: APf-1cuVED TO FORM:
PThomas �-ezn\tti,ile K-' ,
City Cleric/Treasurer City Attorney
Next on the agenda was the Financial Statement. Motion was made by Council
Member Swaim and seconded by Council Member Wood to appropriate the sum of
$1,631,447.41 to pay expenses and salaries for May 2018, presented by the clerk. The
Council followed with a unanimous vote.
6-07-2018 10:09 AM CITY OF VAN B URE N PAGE: 1
TRIAL BALANCE
AS OF: MAYCT
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 157,515.64 297,661.32 1 '.36 0'5 17• ]1 +
1020.01 Cash In Bank-Ins. Reimb. 3,220.00 11,550.49 1 4 2'j.74. 7 f
1020.03 Cash In Bank-ASP's&Walmart Gra 0.00 79.24 1 ,000'00+,000.00+
1020.04 Veterans' Memorial-Act 934 0.00 0.00
107'53)•43+
1020.05 2009 Byrne Recovery Grant 0.00 0.00
1020.06 2009 Byrne Grant o.00 0.00 1 '6.2 1 '4 4 7•4 i
1020.07 2007 Byrne Grant 0.00 0.00
1020.08 Cash in Bank- Storm Damage 0.00 0.00 R•,
1020.09 District Cout Grant-Mediation 0.00 25.00
1020.10 Cash in Bank - HDC 163.76 1,629.58
1020.11 Cash in Bank-KVBB 0.00 2,420.00
1020.12 Emergency Management Fund 0.00 0.00
1020.13 Cash In Bank-ACT 833 0.00 88,727.37
1020.14 Court Automation-District 2,681.93 54,277.85
_420..15 Cash in Bank-ACT 1314 0.00 0.00
1020.16 AR Dept of Rural Services 0.00 0.00
:, 1020.17 New Police Dept 0.00 0.00
1020.18 Cash in Bank- PD Co Tax 17,814.05 37,680.46
1020.19 Cash in Bank - FD Co Tax 3,205.21 185,655.73
1020.20 Cash In Bank-Erosion Control 175.00 25,425.00
1
1020.21 Cash in Bank-CPAcademy 0.00 0.00
II 1020.22 Cash In Bank-PEG Grant 10,000.00 0.00
1020.27 Cash in Bank -Levee 0.00 9,239.93
1020.28 Marina Repairs 0.00 10,495.60
I
I 1020.29 Property Maintenance-Scrap 0.00 0.00
1020.30 Field of Dreams-Equipment 0.00 6,734.54• 1020.31 Cash in Bank- Parks & Rec 0.00 0.00
1020.32 GIF 0.00 0.00
1020.33 Cash in Bank-Yard Waste 11,840.72 270,493.49
1020.34 Cash In BankPublic Facilities 0.00 671.86
1020.35 Cash In Bank-Jail 4,120.28 4,120.26
0
1020.36 Cash in Bank-Property Cleanup 0.00 14,593.74
• 1020.37 Probation 4,695.15 45,340.83
t- 1020.51 Cash in Bank- Cemetery 30.19 1,675.84
1020.52 Cemetery-Donations 0.00 32,000.00
1020.60 Cash In Bank-Reserve 0.00 210,638.90
1 1020.80 Cash in Bank-KOH 535.47 0.00
El 1020.91 Cash in Bank- Cap Imp 218,130.92 731,555.53
1 1040 Investments 0.00 0.00
I
El 1040.10 Investments - Sales Tax City 0.00 0.00
1 1040.18 Investments - PD Co Tax 0.00 0.00
€i
Hi 1040.19 Investments - FD Co Tax 0.00 0.00
1040.27 Investments - Levee 0.00 0.00
,' 1040.31 Investments - Parks d Rec 0.00 0.00
i 1040.51 Investments - Cemetery 0.00 38,752.59
!ll 1040.91 Investments - Cap Imp .1 187.53 380,444.65
iI
1'
Next on the agenda was Boards and Commissions. The Van Buren Municipal
Utilities Commission recommended the appointment of Chad Adams to an eight year
term. Council Member Wood seconded by Council Member Petty made a motion to grant
the nomination. The Council followed with a unanimous vote.
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 Merchant's Association to close streets on July 13-14, 2018 for their
Summer Smash Bash event. Motion was made by Council Member Swaim and seconded by
Council Member Sparkman. The council followed with a unanimous vote.
Mayor Freeman asked for the council's permission to form a Citizen's Advisory Board
comprised of seven members (2-Almost Home Shelter, 1- Van Buren Police Department, 1-
Veterinarian, and 3- at large City of Van Buren citizens)to review animal ordinances. The
council agreed and consented to the Mayor's request.
Kelsey Harris appeared before the council to discuss her pet mini pig that she was
informed is not allowed in the city limits of Van Buren. Mayor Freeman allowed her pet to
remain in her home and on a leash until the matter could be resolved. He noted that this matter
will hopefully be resolved with the aforementioned Citizen's Advisory Board reviewing the
animal ordinances. Council approved mayor's decision.
Mayor Freeman provided the council members with information regarding the recent
Supreme Court ruling on online sales tax. Next, he reminded the council of these upcoming
events: Fireworks at the Field of Dreams on July 4th, Mayor's Prayer Luncheon on July 10th, and
the next council meeting on July 23"'
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 5:46 p.m.
Ai EST PRt1VEi :
J , . A , s I
- -
CI • LE' '-TREASURER MAYOR