06 June 2019 Regular MINUTES OF THE VAN BUREN, ARKANSAS
CITY COUNCIL MEETING JUNE 24, 2019
The City Council of the City of Van Buren,Arkansas met at 5:30 p.m. Monday, June 24,
2019 at City Hall. The meeting was called to order by Mayor Joseph Hurst. On roll call,the
following Council members answered as their names were called: Council Member Dodson,
Kneeland, Petty, Sparkman, Swaim and Wood. City Clerk-Treasurer Phyllis Thomas and City
Attorney Candice Settle were also present. This made a total of nine (9) present. A quorum was
declared.
The invocation was given by Mr. Randy Riley, Youth Pastor of the Current Church.
Mr. Riley then led the Pledge of Allegiance.
Mayor Hurst then asked to adopt the minutes of the Regular Council Meeting on May 20,
2019. 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 Kneeland, Petty, Dodson, Swaim, Wood and Sparkman. The following voted nay:
none.
On the agenda next was to consider A RESOLUTION EXPRESSING THE
WILLINGNESS OF THE CITY OF VAN BUREN TO UTILIZE FEDERAL-AID
TRANSPORTATION ALTERNATIVES PROGRAM FUNDS. The Clerk read the
Resolution in its entirety. Mayor Hurst asked if there was any discussion. Mayor Hurst
said this is for a downtown street scape project. Council Member Petty asked if there was
an application limit. Mayor Hurst replied the limit is $500,000. Council Member Wood
seconded by Council Member Dodson moved that the Resolution be adopted. On the
Clerk's calling the roll, the following vote resulted: Ayes—Council Member Kneeland,
Petty, Dodson, Swaim, Wood and Sparkman.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 6-1-2019
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO.O[n-0 I -2019
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION EXPRESSING I'H1,WILLINGNESS OF 1'111,CITY OF
VAN BUREN TO UTILIZE FEDERAL-AID TRANSPORTATION
ALTERNATIVES PROGRAM FUNDS.
WHEREAS, the City of Van Buren understands Federal-aid Transportation Alternatives Program
Funds are available at 80% federal participation and 20% local match to develop or
improve the Downtown Van Buren Streetscape 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 1'HT,CITY COUNCIL OF THE 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: Mayor Joe Hurst and City Clerk-Treasurer Phyllis Thomas 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 City Council 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,Arkansas,by its City Council,did pass,
approve,and adopt,by a vote of La for and 0 against,the foregoing Resolution at its regular meeting
held on the 24th day of June 2019.
Mayor
ATTESTED: ' 'RO- D AS FORM:
11nn n�"
wo-rne12/ .�
PhyRig Thomas i e•
City Clerk/Treasurer City Attorney
On the agenda next was to consider A RESOLUTION AUTHORIZING THE
MAYOR TO RENEW THE ANNUAL SOFTWARE SUBSCRIPTION AND
SUPPORT FOR THE POLICE DEPARTMENT. The Clerk read the Resolution in its
entirety. Mayor Hurst 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 Kneeland, Petty, Dodson, Swaim, Wood and Sparkman. 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 6-2-2019
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO.O(c--2019
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 THE ANNUAL SOFTWARE SUBSCRIPTION AND
SUPPORT FOR THE POLICE DEPARTMENT.
WHEREAS, the Police Department has been using Omnigo (formerly 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, THEREFORE, 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$32,582.16.
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 CJ against,the foregoing Resolution
at its meeting held on the 24th day of June 2019.
Joseph rst
Mayor
ATTESTED: APPROVED AS TO FORM:
`{h L.Om-ma/a) o'
Phy li3'Thomas Candie: •.Se• e
City Clerk/Treasurer City Attorney
On the agenda next was to consider A RESOLUTION APPROVING THE
FINAL PAYMENT FOR THE DRENNEN-SCOTT HOUSE SIDEWALK
IMPROVEMENT PROJECT; AND FOR OTHER PURPOSES. The Clerk read the
Resolution in its entirety. Mayor Hurst asked if there was any discussion. Larry Yancey
with Hawkins Weir explained that this is just a reconciliation change order and there is
no increase in the contract amount. Council Member Petty asked if this was the total
revised contract and there is no balance due. Mr. Yancey confirmed that there is no
balance due. Council Member Sparkman 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 Kneeland, Petty, Dodson, Swaim, Wood and
Sparkman.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 6-3-2019
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO.o(-63-2019
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION APPROVING THE FINAL PAYMENT
FOR THE DRENNEN-SCOTT HOUSE SIDEWALK
IMPROVEMENT PROJECT; AND FOR OTHER
PURPOSES.
WHEREAS, Hawkins-Weir Engineers, Inc. acting as the Construction Manager for
the City of Van Buren,Arkansas advertised for bids for construction of
new sidewalks within the City;and
WHEREAS, the City Council approved the Mayor entering into a construction
contract with Goodwin and Goodwin,Inc.in the amount not to exceed
$169,075.00 by Resolution#10-08-2018;and
WHEREAS, the City's fmal payment schedule decreased the total amount of the contract
by$34,984.50.
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL
OF VAN BUREN,ARKANSAS,THAT:
SECTION 1: The City of Van Buren,Arkansas accepts and approves the total payment
of$134,090.50 to Goodwin and Goodwin,Inc. as set forth and 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 relating to the Drennen-Scott
House Sidewalk Improvement Project and to execute all documents
necessary to effectuate said changes.
IN WITNESS WHEREOF,the City of Van Buren,Arkansas,by its City Council,
did pass,approve,and adopt,by a vote of (4 for and O against,the foregoing Resolution
at its regular meeting held on the 24th day of June 2019.
Joseph P.H st
Mayor
ATTESTED: O ` e ORM:
4101111
`7'/Cty 077nQy ` \�
Ph 1 s Thomas 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. 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 Wood. 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 Wood. 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 Petty to adopt the Ordinance. On the
Clerk's calling the roll, the following vote resulted: Ayes—Council Member Kneeland, Petty,
Dodson, Swaim, Wood and Sparkman.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 08-2019
CITY OF VAN BUREN,ARKANSAS
ORDINANCE NO. -2019
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN,
ARKANSAS,AN ORDINANCE TO BE ENTITLED:
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.
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 Lumber
One,LLC which is partly owned by Mr.Bill Dodson,father of Van Buren City Council
Member Mr.Matthew Dodson;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,1'HF.REFORE,BE IT ORDAINED AND ENACTED BY THE CITY COUNCIL OF
1Hr.CITY OF VAN BUREN,ARKANSAS,THAT:
SECTION 1: Lumber One,LLC which is partly owned by Mr.Bill Dodson,father of Van Buren City
Council Member Mr.Matthew Dodson,is hereby authorized to conduct business with the
City of Van Buren.
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 () against,the foregoing Ordinance at its regular
meeting held on the 24°'day of June 2019.
JoseeIurst"
Mayor
'ROV D AS-70ORM:
ATTESTED: -
TARIM
Ph Thomas •i.: .. e
City Clerk/I'reasurer City Attorney
• 1
Next on the agenda was the Financial Statement. Motion was made by Council
Member Swaim and seconded by Council Member Dodson to appropriate the sum of
$1,291,255.38 to pay expenses and salaries for May 2019,presented by the clerk. The
Council followed with a unanimous vote.
6-07-2019 10:47 AM CITY OF VAN BUREN PAGE: 1
TRIAL BALANCE
AS OF: MAY YCST,tOT7"
'..
10 -General Fund {} +` •+
.1 ` MONTH TO DATE ' ` YEAR TO DATE }`•
I ACCT/ ACCOUNT NAME DEBITS CREDITS DEBITS CREDITS
_..;, ASSETS
1000 Petty Cash 0.00 200.00
`:I 1020 Cash in Bank 103,685.27 182,924.34
7
1 1020.01 Cash In Bank-Ins. Reimb. 18,062.08 17,898.75
k, 1020.03 Cash In Bank-ASP's&Walmart Gra 0.00 0.00
1 ;063,45B-12+s (3r4582i_
'i 1020.04 Veterans' Memorial-Act 934 0.00 0.00
1020.05 2009 Byrne Recovery Grant 0.00 0.00 39•05+
1020.06 2009 Byrne Grant 0.00 0.00 0 •02+
':•j 1020.07 2007 Byrne Grant 0.00 0.00 115'258• 19+
1020.08 Cash in Bank- Storm Damage 0:00 0.00
1 , 291 ,255•3k*
1020.09 District Cout Grant-Mediation 0.00 0.00
1020.10 Cash in Bank- HDC 1,339.80 1,345.06
1020.11 Cash in Bank-KVBH 0.00
0.00 0•*
1020.12 Emergency Management Fund 0.00 0.00
1020.13 Cash In Bank-ACT 833 28,094.37 145,325.95
1020.14 Court Automation-District 3,363.84 52,514.04
1020.15 Cash in Bank-ACT 1314 0.00 0.00
1020.16 AR Dept of Rural Services 0.00 0.00
,i 1020.17 New Police Dept 0.00 0.00
I 1020.18 Cash in Bank - PD Co Tax 16,904.28 59,468.38
7 1020.19 Cash in Bank - FD Co Tax 1,555.05 236,206.80
1
I 1020.20 Cash In Bank-Erosion Control 225.00 27,300.00
c''' ,',1 1020.21 Cash in Bank-CPAcademy 0.00 1,000.00
2
?' 1020.22 Cash In Bank-PEG Grant 0.00 0.00
j'. 1020.27 Cash in Bank- Levee 2,421.68 7,568.25
'•'1 1020.28 Marina Repairs 0.00 10,495.60
1020.29 Property Maintenance-Scrap 0.00 0.00
id 1020.30 Field of Dreams-Equipment 0.00 3,414.52
•'I 1020.31 Cash in Bank - Parks 6 Rec 0.00 0.00
'iI 1020.32 GIF 0.00 0.00
,.:1 1020.33 Cash in Bank-Yard Waste 3,182.07 184,368.35
1 i 1020.34 Cash In BankPublic Facilities 0.00 0.00
^' 1020.35 Cash In Bank-Jail 3,139.39 10,409.32
1020.36 Cash in Bank-Property Cleanup 0.00 14,338.74
,� 1020.37 Probation 3,864.46 63,644.18
'] 1020.51 Cash in Bank - Cemetery 240.90 2,203.17
j{ 1020.52 Cemetery-Donationsil 0.00 2,811.00
1020.60 Cash In Bank-Reserve 0.00 358,913.19
1,,, 1020.80 Cash in Bank-KOH 2,160.79 466.86
'' 1020.91 Cash in Bank - Cap Imp 158,512.01 1,426,633.36
jj11 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
i1 1040.19 Investments - FD Co Tax 0.00 0.00
I 1040.27 Investments - Levee 0.00 0.00
•'. 1040.31 Investments - Parks a Rec 0.00 0.00
rj 1040.51 Investments - Cemetery 0.00 38,752.59
1040.91 Investments - Cap Imp 686.36 383,744.39
'
Next on the agenda was Boards and Commissions. The Van Buren Housing
Authority Commission recommended the re-appointment of Wendell Westfall and the
appointments of Matthew Yancey and Jack Moffett to fill vacant positions. Council
Member Kneeland, seconded by Council Member Petty made a motion to grant the
nomination. The Council followed with a unanimous vote. The Van Buren Municipal
Utilities Commission recommended the re-appointment of J.W. Floyd to another term.
Council Member Swaim, seconded by Council Member Wood 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 considered a
request from Center for Art and Education to close a portion of Main Street for their Imagine
Glow Run on August 10, 2019 from 5:00 p.m.-11:00 p.m. Motion was made by Council Member
Wood and seconded by Council Member Dodson. The council followed with a unanimous vote.
Mayor Hurst introduced Mr. Wally Bailey as the city's new Planning Director and Mrs.
Julie Murray as the new CEO and President of the Van Buren Chamber of Commerce. He then
announced after much work the city will be having the 4th of July fireworks display at the Field
of Dreams. Also, Mayor Hurst noted that the Crawford County Quorum Court added July 5th as a
holiday for their employees and he suggested a similar action for the city employees. There was
no objection by the council.
Mayor Hurst then expressed gratitude to the City of Van Buren departments and the
coordination with other entities for all their hard work with the recent historic flooding.
Mr. Wayne Sandusky gave a brief update on the 9th Street overlay project. He stated it is
approximately two-thirds of the way complete with weather being the main factor.
Council Member Kneeland and City Attorney Candice Settle made comments about the
levee construction and the hours put in by our Firemen and the Army National Guard to monitor
the levee twenty-four hours a day while we were at flood stage.
There being no further business, motion was made by Council Member Sparkman and
seconded by Council Member Dodson to adjourn. The Council followed with a unanimous vote.
The meeting adjourned at 6:10 p.m.
A ES p: APPROVED:. kst____
CI CLERK-TREASURER MAYOR