09 September 2020 Regular r:
MINUTES OF THE VAN BUREN,ARKANSAS
CITY COUNCIL MEETING SEPTEMBER 28,2020
The City Council of the City of Van Buren, Arkansas met at 5:30 p.m. Monday, September 28,
2020 at the Van Buren Public Library. The meeting was called to order by Mayor Hurst. On roll call,
the following Council members answered as their names were called: Council Member Dodson,
Kneeland, Swaim and Wood. Council Members Kneeland, Swaim and Wood were present via remote
connection. City Clerk-Treasurer Phyllis Thomas and City Attorney Candice Settle were present.
Council Member Petty arrived late. Council Member Sparkman was absent. This made a total of seven
(7)present. A quorum was declared.
The invocation was given by Mayor Hurst.
Mayor then led the Pledge of Allegiance.
The following items were on the September 2020 consent agenda:
• MINUTES OF THE REGULAR COUNCIL MEETING ON AUGUST 24,2020.
• RES 09-01-2020-A RESOLUTION ACCEPTING BIDS FOR PROPERTY SOLD BY SEALED
BID.
• FINANCIAL STATEMENT TO APPROPRIATE THE SUM OF$1,448,534.35 TO PAY
EXPENSES AND SALARIES FOR AUGUST 2020.
• DEPARTMENT REPORTS
• A STREET CLOSING REQUEST FROM TOTMA FOR VARIOUS DATES.
Council Member Wood made a motion to approve the consent agenda. Council Member
Swaim seconded the motion. On roll call,the following Council members voted aye: Council
Member Swaim, Wood,Kneeland and Dodson. The following voted nay: none.
4.
RESOLUTION 09-01-2020
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. O _o I -2020
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION ACCEPTING BIDS FOR PROPERTY
SOLD BY SEALED BID.
WHEREAS, the Council previously approved certain property to be removed from fixed assets
and to be sold by sealed bid;and
WHEREAS, bids have been received and opened in accordance with Arkansas law and
Mr.Joe Smothers was the highest bidder.
NOW, I'HLREFORE, BE IT RESOLVED BY 111L CITY COUNCIL OF VAN
BUREN,ARKANSAS,THAT:
SECTION 1: The City of Van Buren,Arkansas accepts the bid from Mr.Joe Smothers regarding
the following property:
Department Bid Amount Description Bidder
Street $10,006.00 2012 Big Tex Utility Trailer Mr.Joe
VlN#6VHX2422C2817568 Smothers
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 U against,the foregoing Resolution
at its regular meeting held on the 28th day of September 2020.
-——413 4L
Joseph P.Hurst
Mayor
ATTESTED: VED AS TO FORM:
a�
Phy s Thomas��ct •c �
City Clerk/Treasurer City Attorney
FINANCIAL STATEMENT AUGUST 2020
Ir
3
August 2020
;
Total Expenditures
$1,448,534.35
On the agenda next was to consider A RESOLUTION AUTHORIZING THF,
MAYOR TO ENTER INTO A CONTRACT FOR ENGINEERING SERVICES FOR THE
CITY OF VAN BUREN,ARKANSAS, AND FOR OTHER PURPOSES. The Clerk read the
Resolution in its entirety. Mayor Hurst asked if there was any discussion. Kyle Salyer with
Hawkins Weir clarified that this is for the Chad Colley Park access road project. Mayor Hurst
thanked Hawkins &Weir for their guidance with this project. Council Member Swaim 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 Swaim, Wood, Kneeland and Dodson.
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 09-02-2020
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. 9 - 01 -2020
BE IT ENACTED BY THE CITY COUNCIL,FOR THE CITY OF VAN BUREN,
ARKANSAS,A RESOLUTION TO BE ENTITLED:
A RESOLUTION AUTHORIZING 1'HL MAYOR TO ENTER INTO
A CONTRACT FOR ENGINEERING SERVICES FOR 1'HL CITY
OF VAN BUREN,ARKANSAS,AND FOR OTHER PURPOSES.
WHEREAS, the City of Van Buren,Arkansas has 2012 Sales Tax Initiative Funds available for
the Chad Colley Park Access Road Project;and
WHEREAS, in order to commence the project,the City is in need of professional engineering
services for the development of plans and designs,cost estimates,and supervision I
for said project.
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF 1'HL
CITY OF VAN BUREN,ARKANSAS,THAT:
SECTION 1: The Mayor is authorized to enter into a contract(Exhibit"A")with Hawkins-Weir
Engineers,Inc.to provide engineering services for the development of plans and
specifications for the Chad Colley Park Access Road Project and shall not exceed
$5,700.00 including reimbursable expenses.
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 Oagainst,the foregoing Resolution at its
regular meeting held on the 28th day of September 2020. •
Joseph P.Hurst
Mayor
ATTESTED: RO D AS TO FORM:
'-PA y. ,aicc)m )
Phyllis Thomas C c A.
City Clerk/Treasurer City Attorney
On the agenda next was to consider A RESOLUTION AUTHORIZING THE
MAYOR TO ENTER INTO A CONTRACT FOR ENGINEERING SERVICES FOR THE
CITY OF VAN BUREN,ARKANSAS,AND FOR OTHER PURPOSES. The Clerk read the
Resolution in its entirety. Mayor Hurst asked if there was any discussion. Mayor Hurst
explained this drainage improvement project began with the awarding of a grant from Arkansas
Department of Transportation for downtown street scape improvements. Mr. Salyer with
Hawkins Weir spoke to the council about the drainage needs for downtown Van Buren. Council
Member Dodson seconded by Council Member Wood moved that the Resolution be adopted.
On the Clerk's calling the roll, the following vote resulted: Ayes—Council Member Swaim,
Wood, Kneeland and Dodson. 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 09-03-2020
CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO.?-3-2020
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 ENTER INTO A
CONTRACT FOR ENGINEERING SERVICES FOR THE CITY OF VAN
BUREN,ARKANSAS,AND FOR OTHER PURPOSES.
WHEREAS, the City of Van Buren,Arkansas has received Federal-aid Transportation Alternatives
Program grant funds for a Downtown Streetscape Project;and
WHEREAS, the Downtown Streetscape and Drainage Improvements project requires a drainage
evaluation and report to address necessary storm water drainage improvements affecting
the downtown;and
WHEREAS, storm drainage lines in the system need to be cleaned and inspected to complete the
evaluation of the downtown storm drainage system.
NOW, THEREFORE,BE IT RESOLVED BY TELL CITY COUNCIL OF 1'HL CITY OF
VAN BUREN,ARKANSAS,THAT:
SECTION 1: The Mayor is authorized to enter into a contract(Exhibit"A")with Hawkins-Weir
Engineers,Inc.to provide engineering services for the development of plans and
specifications for the Downtown Drainage Cleaning and CCTV Inspection Project.
Payment shall not exceed$27,000.00 plus any applicable reimbursable expenses.
IN WITNESS WHEREOF,the City of Van Buren,Arkansas,by its City Council,did pass,
approve,and adopt,by a vote of y for and I)against,the foregoing Resolution at its regular meeting
held on the 28m day of September 2020.
Joseph P.Hurst
Mayor
ATTESTED: :.'PR e D •‘ TO FORM:
•
Ph Thomas Candice A.Settle
City Clerk/Treasurer City Attorney
Next on the agenda was Boards and Commissions. The Van Buren A &P Commission
recommended the reappointment of Mindy London to another term and the Van Buren
Municipal Utilities Commission recommended the appointment of Tracy Burba to fill J.W
Floyd's position. Steve Dufresne with the Van Buren Municipal Utilities said she will be a good
addition to the commission. Council Member Swaim, seconded by Council Member Kneeland
made a motion to grant the nominations. The Council followed with a unanimous vote.
Next on the agenda was Miscellaneous and General Discussion. Mayor Hurst gave a
financial update of the city during the pandemic.
Mayor Hurst recognized Jennifer Froud as this will be her last council meeting with the
City of Van Buren and presented her with a key to the city.
There being no further business, motion was made by Council Member Petty and seconded by
Council Member Dodson to adjourn. The Council followed with a unanimous vote. The meeting
adjourned at 5:57 p.m.
AT STED:,4 APPROVED:
CIT LERK-TREASURER MAYOR