05 May 2007 SpecialMINUTES OF THE VAN BUREN, ARKANSAS
SPECIAL CITY COUNCIL MEETING
HELD MAY 10, 2007
A special called meeting of the City Council of the City of Van Buren, Arkansas met
at 5:00 p.m., on Thursday, May 10, 2007 at City Hall. The meeting was called to order
by Mayor Bob Freeman, presiding officer. The Mayor thanked everyone for coming.
Council members present were Alderman Swaim, Parker, Moore, Dodd, and Sagely.
Deputy City Clerk Connie Hyatt and City Attorney Donald Jenkins were also present.
This made a total of eight (8) present. A quorum was declared.
The Mayor ordered spread upon the minutes, the "NOTICE OF SPECIAL
MEETING, CERTIFICATE OF SERVICE OF NOTICE AND THE WAIVER OF
REGULAR NOTICE OF AND CONSENT TO SPECIAL MEETING."
NOTICE OF SPECIAL MEETING
NOTICE OF SPECIAL MEETING TO THE CITY COUNCILMEN
OF THE CITY OF VAN BUREN, ARKANSAS
Notice is hereby given that a Special Meeting of the City Council of the City of Van
Buren, Arkansas, will be held at the Municipal Complex at 5:00 P.M. on Thursday, May
10, 2007, for the following purpose:
Accept bid for the South 40 Street Improvement sect
'EMAN. MA
BO
CERTIFICATE OF SERVICE OF NOTICE
R
I, Barbic Curtis, the duly appointed City Clerk- Treasurer of the City of Van Buren,
Arkansas, DO HEREBY CERTIFY that on the 10 day of May, 2007, 1 served a true
copy of the foregoing Notice of Special Meeting to each and every Councilman of the
City of Van Buren, Arkansas, by handing a copy to each, in the manner provided in the
By -Laws.
B*RBIECURTiS Contrite OF 4TT
DEPUTY CITY CLERK TREASURER
WAIVER OF REGULAR NOTICE OF AND CONSENT TO SPECIAL MEETING
We, the undersigned City Councilmen of the City of Van Buren, Arkansas, do hereby
accept service of the NOTICE OF SPECIAL MEETING, waiving any and all
irregularities in such service and in such Notice and Consent agree that the said City
Councilmen of the City of Van Buren, Arkansas, shall meet at the time and place named
in such Notice and for the purpose stated therein.
Mayor Freeman spoke explaining that earlier in the year the county had gotten a
grant for $75,000.00 from Emergency Management. We had requested it for two
different low water crossings, one at Pevehouse Road and the other on So. 40 Street.
The state provided the $75,000.00 funding for Pevehouse Road low water crossing. We
did the preliminary construction cost estimates on the Pevehouse low water crossing and
that initial cost estimate was well above the budget. It was also based on a time line to
try to work through because we've got to have this money committed and spent by early
July. The Mayor asked Brad if that was correct. Brad spoke and said yes, by July 4.
Based on that when it happened. the Mayor spoke with Judge John Hall and they agreed
to shift hack over to So. 40 Street since that needed to be done also. The Mayor had
asked Brad to work up construction plans for it and cost estimates for So. 40 Street. So,
basically what we have done is put the Pevehouse project on hold because of cost with it
right now and moved over to So. 40 Street to get that low water crossing done. Brad put
out for bids on it. The Mayor said he had talked to Judge Hall and the agreement is that
the state will spend up to 50% (capping out at $75,000.00) and then the city and the
county will split the 50% cost shares (25% to county, 25% to city). The reason we
needed to call this meeting tonight is because we have such a short time period that we
need to get the contractor going so they can order the materials they need so we can get it
done within the construction period.
With that, on the agenda was to consider A RESOLUTION ACCEPTING THE
BID OF SILCO CONSTRUCTION FOR THE SOUTH 40 STREET
IMPROVEMENT PROJECT AND FOR OTHER PURPOSES. The Clerk read the
Resolution in its entirety. Mayor Freeman asked if there was any discussion. Alderman
Moore asked what the difference between ALBC and RCBC was. City Engineer Brad
Baldwin spoke saying ALBC is Aluminum Box Culvert and RCBC is Reinforced
Concrete Box Culvert. You can get a better price on the RCBC. Alderman Swaim spoke
asking who Silco Construction was. City Engineer Brad Baldwin spoke saying that Silco
Construction has done work for the city in the past. Alderman Swaim seconded by
Alderman Dodd moved that the Resolution be adopted. The question was put by Mayor
Freeman on the adoption of the notion and the roll being called, the following voted aye:
Alderman Swains, Parker, Moore, Dodd, and Sagely. And the following voted nay:
none. The Mayor explained that Aldenuan Johnson was out of town, but that he fully
supported the Resolution.
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 5 -1 -2007
CITY OF VAN I3UREN, ARKANSAS
RESOLUTION NO. .a "t -2007
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN I3UREN,
ARKANSAS, A RESOLUTION TO BE ENTITLED:
A RESOLUTION ACCEPTING THE BID OF SILCO
CONSTRUCTION FOR TI1E SOUTH 40 STREET
IMPROVEMENT PROJECT AND FOR OTHER PURPOSES.
WHEREAS, the City of Van Buren has advertised and let bids for the South 40'" Street
Improvement Project; and
WHEREAS, bids have been received and opened in accordance with Arkansas law and Silco
Construction was the lowest bidder meeting the bid specifications; and
WHEREAS, the City of Van Buren has determined that the bid of Silco Construction is the best
bid;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF VAN BUREN,
ARKANSAS, THAT:
Section 1. That the City of Van Buren, Arkansas accepts the bid of $126,518.28 as submitted
by Silco Construction as set forth in "Exhibit 1" attached hereto; and
Section 2. The Mayor, Robert Freeman and City Clerk, Barbie Curtis are hereby authorized by
the City Council for the City of Van Buren to pay all expenses relating to the South
40'" Street Improvement Project and to execute all documents necessary to effectuate
the agreement
IN TESTIMONY WHEREOF, the City of Van Buren, Arkansas, by its City Council, did
pass. approve, and adopt, by a vote of 5 for and 0 against, the foregoing Resolution at
its properly called Special Meeting held on the lo'"- day of May 2007.
ATTESTED:
Kati l.. 4.
Barbie Curtis, City Clerk/Treasurer
N. Do
Robert D. Freeman,
APPROVED AS T
FORM:
Attomcy
The Mayor spoke saying that on Monday, May 14, 2007, Matt Sagely will be
visiting. He will be going around the city looking at some of the transportation issues
and infrastructure issues and he'll be carrying that hack. We appreciate him coming in to
spend some time with us.
Alderman Parker seconded by Aldernan Swaim made a motion to adjourn. The
Council followed with a unanimous vote. The meeting adjourned at 5:10 p.m.
ATTESTED:
DEPUTY CITY CLERK