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03 March 2010 Regular MINUTES OF THE VAN BUREN, ARKANSAS CITY COUNCIL MEETING MARCH 15, 2010 The City Council of the City of Van Buren, Arkansas met at 7:00 p.m. Monday, March 15, 2010 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 Swaim, Parker, Moore, Ragsdale, Dodd, and Sagely. City Clerk- Treasurer Barbie Curtis was present. City Attorney Donald Jenkins was absent. This made a total of eight (8) present. A quorum was declared. The invocation was given by Josh Sullins, Minister of Music with First Baptist Church of Van Buren. Next, Mayor Freeman led the Pledge of Allegiance. Next, Mayor Freeman recognized the Van Buren High School Wrestling Team with a proclamation. Next. Mayor Freeman gave a State of the City Report. On the agenda next, Mayor Freeman asked to adopt the minutes of the Council Meeting on February 22, 2010. Alderman Swaim made a motion to approve the minutes. Alderman Ragsdale seconded the motion. On roll call, the following Council members voted aye: Alderman Swaim, Parker, Moore, Ragsdale, Dodd. and Sagely. The following voted nay: none. On the agenda next was to consider A RESOLUTION TO ADOPT THE DESIGN GUIDELINES FOR FAIRVIEW CEMETERY AND AUTHORIZE THE CITY CLERK TO MAKE THEM AVAILABLE TO THE PUBLIC. The Clerk read the Resolution in its entirety. Mayor Freeman asked if there was any discussion. There was none. Alderman Swaim seconded by Alderman Sagely moved that the Resolution be adopted. On the Clerk's calling the roll, the following vote resulted: Ayes Alderman Swaim, Parker, Moore, Ragsdale, 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 3 -1 -2010 CITY OF VAN BUREN, ARKANSAS RESOLUTION NO. 3- 1 2010 BE IT RESOLVED, ORDAINED AND ENACTED BY THE CITY COUNCIL, OF THE CITY OF VAN I3UREN, ARKANSAS, AS FOLLOWS: A RESOLUTION TO ADOPT THE DESIGN GUIDELINES FOR FAIRVIEW CEMETERY AND AUTHORIZE THE CITY CLERK TO MAKE THEM AVAILABLE TO THE PUBLIC. The City of Van Buren hereby adopts the "Design Guidelines for Fairview Cemetery" and directs that the City Clerk maintain a copy of the guidelines and make them available to members of the public. WHEREAS, the City Clerk for the City of Van Buren has the authority to publicize the design guidelines for Fairview Cemetery NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCLI. OF VAN BUREN, ARKANSAS THAT: SECTION 1: The City of Van Buren hereby adopts the "Design Guidelines for Fairview Cemetery" and directs that the City Clerk maintain the guidelines and make them available to members of the public. IN WITNESS WHEREOF, the City of Van Buren, Arkansas, by its City Council, did pass, approve, and adopt, by a vote of (41 for and 0 against, the foregoing Resolution at its regular meeting held on the 15'" day of March 2010. Robert D. Freem it ATTESTED: (41Z. Abit. e,I,(AkS., Barbie Curtis, City Clerk/Treasurer On the agenda next was to consider A RESOLUTION TO ENGAGE THE SERVICES OF CALMO REALTY SERVICES AS RIGHT -OF -WAY CONSULTANT FOR RENA ROAD PROJECT. The Clerk read the Resolution in its entirety. Mayor Freeman asked if there was any discussion. Mayor Freeman said Calmo will be evaluating all properties affected by the Rena Road project. After the evaluations are complete we will hold a public meeting for all affected residents to attend before starting this project. 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, Ragsdale, 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 3 -2 -2010 CITY OF VAN BUREN, ARKANSAS RESOLUTION NO. 3 -a- 2010 BE IT RESOLVED, ORDAINED AND ENACTED BY THE CITY COUNCIL, OF THE CITY OF VAN BUREN, ARKANSAS, AS FOLLOWS: A RESOLUTION TO ENGAGE THE SERVICES OF CALMO REALTY SERVICES AS RIGHT -OF -WAY CONSULTANT FOR RENA ROAD PROJECT. WHEREAS, the City of Van Buren isAneed of a consultant for the Rena Road project; WHEREAS, the City of Van Buren requested proposals for consultant services and received several consultant proposals; WHEREAS. the City of Van Buren professional staff has evaluated the proposals; NOW, THEREFORE. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VAN BUREN, ARKANSAS THAT: SECTION 1: The Mayor of the City of Van Buren is hereby directed and authorized to enter into a contractual relationship with Calmo Realty Services for the purpose of providing Right -Of -Way Consultant Services for the Rena Road project. IN WITNESS WHEREOF, the City of Van Buren, Arkansas, by its City Council, did pass, approve, and adopt, by a vote of O for and 0 st, the foregoing Resolution at its regular meeting held on the 15 day of March 2010. Robert D. Free ATTESTED: Barbie Curtis, City Clerk/Treasurer On the agenda next was to consider A RESOLUTION TO AUTHORIZE THE FIRE DEPARTMENT TO DISPOSE OF A CERTAIN ASSET FROM THE CITY OF VAN BUREN'S FIXED ASSET INVENTORY, BY SUCH METHODS AS AUTHORIZED UNDER THE LAW. The Clerk read the Resolution in its entirety. Mayor Freeman asked if there was any discussion. There was none. Alderman Swain) seconded by Alderman Parker moved that the Resolution be adopted. On the Clerk's calling the roll, the following vote resulted: Ayes Alderman Swaim, Parker, Moore, Ragsdale, 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 3 -3 -2010 CITY OF VAN BUREN, ARKANSAS RESOLUTION NO. 3 2010 BE IT ENACTED BY THE CITY COUNCIL, FOR THE C]TY OF VAN BUREN, ARKANSAS, A RESOLUTION TO BE ENTITLED: A RESOLUTION TO AUTHORIZE THE EIRE DEPARTNIENT TO DISI'OSE OE A CERTAIN ASSET FROM THE CITY OF VAN BUREN'S FIXED ASSET INVENTORY, BY SUCH METHODS AS AUTHORIZED UNDER THE LAW. WHEREAS, the Fire Department for the City of Van Buren has an asset on its Fixed Asset Inventory list which is obsolete, and /or beyond repair, and /or is no longer cost effective, so as to no longer be needed by the City; and WHEREAS, said item should be disposed of in accordance with state law, A.C.A. 14 -58 -306, and be removed from the City's Fixed Asset Inventory. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF VAN BUREN, ARKANSAS THAT: SECTION 1: The Mayor and City Clerk are hereby authorized to remove the following obsolete fixed asset from the Fixed Asset Inventory: DepartmentBook Value Description of Inventory Control Fire Department Maytag Washer FDI -203 IN WITNESS WHEREOF, the City of Van Buren, Arkansas, by its City Council, did pass, approve, and adopt, by a vote of for and l t, the foregoing Resolution at its regular meeting held on the 15 day of March 2010. 4 ale Robert Free ATT STED: tat L. 1 I3arbie Curtis, City Clerk/Treasurer On the agenda next was to consider A RESOLUTION TO AMEND RESOLUTION NO. 4-4-2007 RELATING TO SIGNATURE CARDS FOR THE CITY OF VAN BUREN. The Clerk read the Resolution in its entirety. Mayor Freeman asked if there was any discussion. There was none. Alderman Swaim seconded by Alderman Moore moved that the Resolution be adopted. On the Clerk's calling the roll, the following vote resulted: Ayes Alderman Swaim, Parker, Moore, Ragsdale, 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 3 -4 -2010 CITY OF VAN BUREN, ARKANSAS RESOLUTION No.3 4 2010 13E IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN, ARKANSAS, A RESOLUTION TO 13E ENTITLED: A RESOLUTION TO AMEND RESOLUTION NO. 4-4 -2007 RELATING TO SIGNATURE CARDS FOR THE CITY OF VAN BUREN. WHEREAS, it is necessary to authorize signatures of certain individuals to draw vouchers on funds deposited in various banks by the City of Van Buren, Arkansas. WHEREAS, it is also necessary to authorize signatures of certain individuals for entry into Safety Deposit Box or Boxes now leased by the City of Van Buren, Arkansas, or leased by them in the future. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF VAN BUREN. ARKANSAS THAT: SECTION 1: Effective upon passage of this resolution, the said bank or banks are hereby authorized to pay out funds on deposit with them from time to time to be credited to the City of Van Buren, Arkansas, upon vouchers drawn upon said banks and signed by any combination of the following two persons: the Mayor, Bob Freeman, City Clerk- Treasurer, Barbie Curtis, Administrative Assistant, Jennifer Fraud, or Deputy City Clerk, Connie Hyatt. SECTION 2: Effective upon passage of this resolution, the said bank or banks are authorized to allow into Safety Deposit Box or Boxes now in the naive of the City of Van Buren, Arkansas, by the Mayor, Bob Freeman, or the City Clerk- Treasurer, Barbie Curtis, or Administrative Assistant, Jennifer Froud, or Deputy City Clerk, Connie Hyatt, or by any one of them. SECTION 3: The Mayor, Bob Freeman, the City Clerk- Treasurer, Barbie Curtis, the Administrative Assistant, Jennifer Froud, and Deputy City Clerk, Connie Hyatt, are authorized and directed to sign signature cards with each of the banks to carry out the purposes of this Resolution. SECTION 4: The City Clerk- Treasurer is directed to furnish a copy of this Resolution under the Seal of the City of Van Buren, Arkansas, to each of the banks with which the City has or will have Depository arrangements and/or Safety Deposit Boxes. 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 0 against, the foregoing Resolution at its regular meeting held on the 15 day of March 2010. .4, `i Robert D.' ATTE TED: O V W 41LA Barbie Curtis, City Clerk/Treasurer Next on the agenda was a request from Old Town Merchants Association to close streets for Old Timer's Day and Fall Festival as well as other Main Street activities. Motion was made by Aldennan Swaim and seconded by Alderman Parker to approve the request. 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 Ragsdale to appropriate the sum of $1,211,309.26 to pay expenses and salaries for February 2010, presented by the City Clerk. The Council followed with a unanimous vote. 3 -0I -z alp o9: 35 AN C I T Y O F V 5 0 4 0 0 8 0 0 PAGE: 1 TRIAL i AS OF: FEBRUARY 0509ay 28TH, 2010 10 General Fund i� 001TH TO DATE YEAR TO DATE ACCT0 ACCOUNT NAME DEBITS CREDITS DEBITS CREDITS ASSETS I 1000 Petty Cash I 0.00 200.00 :1 1020 Cash in Bank 49,551.83 05,636.55 i. 1020.05 2009 Byrne Recovery Grant 425 2] 9,665. 0 4 1020.06 2009 Byrne Gran: 0.00 2,200.00 00 1020.07 2007 Byrne Grant 0.00 0.00 908,656.25+ 1020. 08 Cash in Bank-Ins 200e Storm 0.00 30,852.38 1020.09 District Caut Grant Mediation 0.00 I 5 2 i 2 2 325.00 1020.10 Cash in Bank UDC 0.00 6,906.14 1 C 4 5 6 2 O 2 1020.11 Cash in Bank-ttvBB 0.00 874.28 1 7 9 2 6 5 6 A i 1020.13 Cash In Bank -ACT 833 1,590.50 64,804.59 1020.14 Court Automation District 1,298•00+ 5 5 -09; 11, 7a9 .34 49.360.22 139 1020.15 Cash in Bank -ACT 1314 0.00 0.00 1 1020.16 AR Dept of Rural services 0.00 8 L O 3 0 �0 7 1 1020.17 New Police Dept 0.00 0.00 25,000.00 00 7 1020.58 Cash in Bank PO Co Tax 19,622.31 63,310.62 1020.19 Cash in Bank FD Co Tax I 2 1 1 3 0 9 2 2 x 13,799.51 203,021.46 1020.20 Cash In Bank Erosion Control 225.00 3,975.00 1020.27 Cash in Bank Levee 0.00 7.094.17 1020.28 Marina Repairs 4,000.00 10,532.50 1020.31 Cash in Bank Parks t Rec 5.00 32,727.09 1020.33 Cash in Bank Yard Waste 22,110.05 27,889.95 i 1020.51 Cash in Dank Cemetery 29.62 11,091.09 1020.91 Cash in Bank Cap Imp 73,769.87 836,433.19 1040 Investment, 0.00 550,000.00 0040.10 Investments sales Tax City 0.00 0.00 II 1040.18 Investments PD co :ax 0.00 0.00 1040.19 Investments PD Co Tax 0.00 0.00 1040.27 Investments Levee 0.00 0.00 1040.31 Investments Parks s sec 0.00 0.00 1040.51 Investments Cemetery 0.00 48.752.59 0040.91 Investments Cap Imp 0.00 1,612,871.08 1050 Fixed Assets 0.00 0.00 1051 Accumulated Depreciation 0.00 0.00 1504 Due from Payroll 0.00 0.00 1505 Due From other Funds 0.00 0.00 1520 Due from Street Fund 0 88 1.49 1540 Due From Library Fund 0.00 0.00 LIABILITIES AND FEND BALANCE c a f. t 2000 Accounts Payable 0.00 I 2010 Municipal Health Ins. Payable 0.00 0.00 II I 2030 Colonial Life Payable 0.00 0.00 2035 Credit Union -First Resource 0.00 0.00 2040 LOPE'S Payable 6,696.29 6,696.29 2050 National Founcatien Life Ins. I 0.00 0.00 I 2060 P.FLAC 229.88 229.88 I i s Next Police, Fire, Building Inspector, District Court, Engineer, and Ambulance Reports were presented for fi ling. There being no further questions or changes, the reports were filed as submitted. Next on the agenda was Miscellaneous and General Discussion. Mayor Freeman provided everyone a copy of a proposal from Noah regarding paddle boat rentals at Lake Capp Bedell. John Pope with Keep Van Buren Beautiful went over the plans for the Spring Clean Up on April 17 starting and 10:00 a.m. Also, the Keep Arkansas Beautiful State Commission meeting will be held here in Van Buren on May 24 in conjunction with the City of Van Buren and the Chamber of Commerce. Lastly, Keep Arkansas Beautiful holds a poster contest annually. The second place winner went to son of Jennifer Brammer at Northridge Middle School. There being no further business, motion was made by Alderman Parker and seconded by Alderman Swaim to adjourn. The Council followed with a unanimous vote. The meeting adjourned at 7:50 p.m. ATTESTED: TT A' PR 1 VED: CITY CLERK- TREASURER MAYOR