10 October 2008 Special MINUTES OF THE VAN BUREN, ARKANSAS
SPECIAL CITY COUNCIL MEETING
HELD OCTOBER 6, 2008
A special called meeting of the City Council of the City of Van Buren, Arkansas met at
5:30 p.m.. on Monday, October 6, 2008 at City Hall. The meeting was called to order by
Mayor Freeman. Council members present were Alderman Swaim, Parker, Moore, Johnson, Dodd, and
Sagely. City Attorney Donald Jenkins and City Clerk Treasurer Barbie Curtis were also present. This
made a total of nine (9) present. A quorum was declared.
The Mayor ordered spread upon the minutes, the "NOTICE OF SPECIAL MEETING
AND WAIVER OF REGULAR NOTICE OF AND CONSENT TO SPECIAL MEETING."
On the agenda was to consider AN ORDINANCE TO AUTHORIZE THE MAYOR
TO ACCEPT AND ADMINISTER AN ARKANSAS ECONOMIC DEVELOPMENT
COMMISSION GRANT, ON BEHALF OF THE CITY OF VAN BUREN; ALLOCATING
MATCHING FUNDS FOR CAPITOL IMPROVEMENTS; 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. On the Clerk's calling the roll,
the following vote resulted: Ayes Alderman Swaim, Parker, Moore, Johnson, Dodd and
Sagely. The Mayor declared the motion carried as there were six (6) ayes and (0) nays. Four (4)
votes being necessary for passage. The Ordinance was read 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. On the Clerk's calling
the roll, the following vote resulted: Ayes Alderman Swaim, Parker, Moore, Johnson, Dodd
and Sagely. The Mayor declared the motion carried as there were six (6) ayes and (0) nays.
Four (4) votes being necessary for passage. The Clerk then read the Ordinance the third and
final time. The Mayor asked if there was any discussion. The Mayor gave a little history on the
situation. Fort Smith Chamber of Commerce pursued Experian. The City of Van Buren
committed to spend $250,000 on the parking lot, $210,000 has already been put into parking lot,
which leaves a balance of $40,000. There are problems and safety issues with the parking lot.
$240,000 is to correct parking lot errors. Experian has 550 employees now. If Experian does not
produce the 75 new jobs they will have to pay back the State of Arkansas and the City of Van
Buren. Western Arkansas Planning is administering the grant.
The Mayor then put the question, "Shall the Ordinance pass Motion was made by
Alderman Swaim and seconded by Alderman Parker to adopt the Ordinance. On the Clerk's
calling the roll, the following vote resulted: Ayes Alderman Swaim, Parker, Moore, Johnson,
Dodd and Sagely. 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 Parker, that the
emergency clause be adopted. On the Clerk's calling the roll, the following vote resulted: Ayes
Alderman Swaim, Parker, Moore, Johnson, Dodd and Sagely. The Mayor then declared the
Ordinance duly passed and signed same in open Council, duly attested by the City Clerk.
CITY DF VAN THE ORDINANCE WAS GIVEN THE NUMBER 22 -2008
ARKANSAS WHEREAS These funds' provements to be made'
ORDINANCE ND. are to be utilized for capi- hereto, so as to provide
22-2008 tal improvements to the for the health, safety, and enty- -five (75) new, a ddi-
BE IT ENACTED BY THE Experian's parking lot, welfare of the citizens of tional jobs at its Van Bu- i
CITY COUNCIL, FOR THE within the City'of Van Bu- I Van Buren. 1 ren facility.
CITY OF VAN BUREN, AR- ren, which the City holds a I NOW, THEREFORE, BE IT SECTION 3: That in order
KANSAS AN ORDINANCE long term lease to; and ORDAINED AND ENACTED to facilitate the Grant
TO BE ENTITLED: WHEREAS, This grant is BY THE CITY COUNCIL OF herein, it is further found
AN ORDINANCE TO for matching funds, and THE CITY OF VAN BUREN, that there is an immediate Robert D. Freeman
AUTHORIZE THE as such the City will need ARKANSAS, THAT: need to make the commit- Mayor
MAYOR TO ACCEPT to allocate and appropri- SECTION 1: The Mayor is ments herein and begin Approved as to form:
AND ADMINISTER AN ate another one hundred hereby authorized to ac- the improvements hereto N. Donald Jenkins, Jr.
ARKANSAS ECONOMIC twenty thousand dollars cept and administer the 1 as soon as possible, and
DEVELOPMENT COM- ($120,000.00) from capital as such an emergency is City Attorney
'gran[ funds from the Ar- I Attested:
MISSION GRANT, ON improvements funds.-to l; kansas Economic Develop- declared to exist and this I
Barbie Curtis
BEHALF OF THE CITY complete this ptojea; and ment Commission for this ordinance being neces- City Clerk /Treasurer
OF VAN BUREN; ALLO- WHEREAS, In return for project, and to execute all sary for the preservation
of the public health, Published in the October
GATING MATCHING the improvements hereto, documents, contracts, and
8, 2008 issue of the Press
FUNDS FOR CAPITOL which will increase the a reements necessary to safety, and welfare, shall
g Argus- Courier.
IMPROVEMENTS; DE- operation life of the City's effectuate this Ordinance. take full effect from the
CLARING AN EMER- I parking lot at Cloverleaf SECTION 2: The City after its passage and ap-
GENCY; AND FOR r Plaza, and improve' the Council hereby appropri- proval.
OTHER PURPOSES. safety and quality of that ites one hundred IN WITNESS WHEREOF,
WHEREAS, The City of i area, Experian has corn- twenty- thousand dollars I the City of Van Buren, Ar-
Van Buren has been mitted to create ($120,000.00) from capital kansas, by its City Coun-
awarded a grant from the I seventy-five (75) new, ad- i improvements, as match- cil, did pass, approve, and
Arkansas Economic Devel- 1 ditional jobs at its Van Bu- ing funds to complete the adopt, by a vote of 6 for
opment Commission in I ren facility; and l project, which will in- an 0 against, the forego
the amount of one hun- I WHEREAS, a state of crease the operation life ing Ordinance at its Spe-
dred twenty- thousand emergency exists because i of the City's parking lot at, cial Meeting held on the
dollars ($120,000.00) from I the time constraints I Cloverleaf Plaza, improve 6th day of October, 2008.
HUD Community Develop- within the terms of the i the safety and quality of I
ment Block Grant Funds; grant, and the suitability that area, and will result
of the weather for the im_1 in Experian creating sev
On the agenda next was to consider A RESOLUTION ACCEPTING THE RESPECTIVE
BIDS FROM A.J. GREENWOOD PUMBING EXCAVATING, FOR VARIOUS STREET AND
DRAINAGE REPAIRS IN THE CITY OF VAN BUREN, AND FOR OTHER PURPOSES. The
Clerk read the Resolution in its entirety. Mayor Freeman asked if there was any discussion. Mayor
Freeman briefly commented that these were FEMA funded projects. 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 Swaim, Parker, Moore, Johnson, Dodd and Sagely. 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 10 -1 -2008
CITY OF VAN diuEEN, /Uc Jtty nta
RESOLUTION NO. i o 01 -2008
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN,
ARKANSAS, A RESOLUTION TO BE ENTITLED:
A RESOLUTION ACCEPTING TILE RESPECTIVE BIDS
FROMA. J. GREENWOOD PLUMBING EXCAVATING. FOR
VARIOUS STREET ANI) DRAINAGE REPAIRS IN TUC CITY
OF VAN BUREN, AND FOR OTHER PURPOSES.
WHEREAS, The City of Van Buren duly advertised and let bids for various street and drainage
repairs for the following repair projects: (1) Industrial Park Road bridge repairs, (2)
Poplar 23` Street repairs, (3) Sycamore 3 Street bridge repairs, and (4)Pointer
Trail West drainage repairs; and
WHEREAS_. Bids have been received and opened in accordance with Arkansas law, and after
consulting with the City Engineer, the following bids from A. J. Greenwood
Plumbing Excavating were determined to be the lowest acceptable bidders, as set
forth in exhibits "A," "B;' "C; and "D" hereto, meeting the bid specifications, at the
following bid amounts:
1. Industrial Park Road bridge repairs 519,400.00
2. Poplar 23` Street repairs 514,950.00
3. Sycamore 3' Street bridge repairs $25,700.00
4. Pointer Trail West drainage repairs $19,680.00
:and
WHEREAS. The City of Van Buren has determined that these bids are the best bids meeting the
specifications for the repairs described herein;
NOW, THEREFORE, 13E IT RESOLVED BY THE CITY COUNCIL OF VAN BUREN,
ARKANSAS, THAT:
SECTION 1. The City of Van Buren, Arkansas hereby accepts the above bids, as more fully set
forth in Exhibits "A." `B," "C," and "D" attached hereto. totaling seventy nine-
thousand seven- hundred thirty dollars and 00/100 ($79,730.00), to be paid out of
Street Repair funds.
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 andto execute all documents necessary to
effectuate this resolution.
IN TESTIMONY WHEREOF, the City of Van Buren, Arkansas, by its City Council, did
pass, approve, and adopt, by a vote of cn for and (J against, the foregoing Resolution at
its Special Meeting held on the 6 day of October 2008.
Robert D. 'r wean, t a''y„
.ATTESTED: APPROVED AS TO FOR'v
Barbie Curtis, City Clerk/Treasurer N. Dot Id Jerl.
There being no further business. motion was made by Alderman Parker seconded by
Alderman Sagely to adjourn. The Council followed with a unanimous vote. The meeting
adjourned at 5:47 p.m.
ATTESTED: APPROVED:
CITY CLERK TREASURER MA ORr