Town Meeting Minutes

August 14, 2012

Minutes of Regular Meeting

Present:

Mayor Thomas O’Dell, Recorder-Treasurer Diane Bowen
ALD:  Jordan Sullivan, Kathy Hansen, Darlene Gregory, Kathleen Shields, Dennis Pinkley

Guests: Adam Kinney        

Mayor O’Dell called the regular meeting to order at 7:04 PM and declared a quorum was present.

Pledge of Allegiance.
Moment of silence.

Ald. Hansen, seconded by Ald. Shields, moved the minutes of August 14, 2012 be approved, as amended.  All approved.  Motion carried. 

August 2012 financial report was approved, as presented, on a motion by Ald. Shields and seconded by Ald. Gregory.  All approved.  Motion carried.

Avoca Fire & Rescue – Adam Kinney, Avoca Fire and Rescue, informed the Council on the department’s training and year to date fire runs. Contacting Senator Cecile Bledsoe concerning grants was strongly suggested by the Council.
 
Planning/Zoning –
Zoning – Mayor O’Dell reported Shirley McDaniel has shown interest in the zoning official position.

Planning - Chairman Sullivan reported the public hearing scheduled for September 25 will be held to hear those who wish to be heard regarding proposed changes to the Avoca Zoning Code 2010 and Zoning map. Bowen to send reminders to Planning Commission and Council members of September 25 public hearing. Trella Scates will be attending a training class in Eureka Springs on September 19.

Committee Reports:

  1. Clean-Up – Fall cleanup will be October 27. 
  2. Streets
  1. Re-decking trailer should be done this week

  2. Mayor O’Dell presented contract proposals from James Jones, LSJ Properties, Inc., to do initial clean-up and yearly maintenance on approximately 7/10 of a mile on Woods Lodge (BC74), Rader and Prairie Creek Roads.  Initial clean-up to include brush, leaf, debris, fallen or damaged tree removal, weed eating, and grass seeding of the side of ditches to prevent erosion.  Cost of each road - $7,500 and cost with clean up and laying wire and concrete to prevent erosion - $14,250.
  3. Yearly maintenance would include mowing and/or weeding, removal of fallen trees and leaf and debris removal.  Cost per road - $6,000/year.  Draw of 1/2 to be made upon 50% completion and 50% upon approved completion.
  4. Ald. Hansen moved the subject be placed on October agenda for more discovery/details, including specs/job details, references, experience in construction, and proof of liability insurance/bonds.  Ald. Sullivan seconded the motion.  All approved.  Motion carried.
  5. Bowen reported she had talked with David Platz concerning his driveway off 400 Rader Road.  Gravel is washing from his driveway onto Rader Road and causing safety issues.  He is to work on the driveway this week or next.

3.   Street and Traffic lights – All in working order   

4.   Park

  1. a. Bowen to contact Andy Ward, for Ald. Hansen, to see what the status is of the depot pavilion sign.
  2. b. Mayor O’Dell reported the memorial for the moving Tomb of the Unknown Soldier is almost complete. Dedication will be Saturday, September 22 around 2 PM. 
  3. c. Avoca Disc Golf project – Ald. Hansen reported the installation of the disc golf baskets will start the end of the week.  Rick Austin should start removal of fence in September.
  4. d. Bowen reported the Avoca One Stop is sponsoring a ‘Trunk or Treat in the Park’ on Saturday, October 27.  Rain date is November 3.  Participation encouraged.

5.   Town web site – up to date

Permits:
Business Permits -none issued
Building permits - none issued
     
Unfinished Business:

  1. Brian Mencl property – Mayor O’Dell reported Fred Kimball is still in the process of getting licensed through the State to tow.  Council agreed we should use a towing business out of Avoca.
  2. Fulton property at 839 Lester – The party that has a contract on the property may    come before the planning commission meeting on September 25 to discuss/submit plans for proposed ‘event center’.

New Business:

  1. Draft ordinance – business permit – no action
  2. Local District Court – Bowen reported she had sent Little Flock Mayor Buddy Blue an email to see if Little Flock has come up with a cost to use one of their police officers to serve citations, etc.  No reply to date.
  3. Bowen reported she had the “apple shed” plaque updated and had a plaque made for the mural done by Shirley McDaniel and Kathy Hansen.
  4. Towing fees – Mayor O’Dell thought we may need to change storage from $25 to $36 per day.  No action taken.  Mayor O’Dell has talked with a towing company in Pea Ridge that does both consent and non-consent towing and has a storage facility.  Ald. Hansen also recommended Erwin Towing out of Pea Ridge.
  5. Performance evaluations for non-elected positions – Bowen to send a copy of Arkansas Municipal League’s sample personnel handbook for Council to review. Within the handbook, performance evaluations are mentioned.  Forming a committee to put together a handbook was suggested.
  6. Dogs in the park – Once we hear back from Little Flock on using their police services, it was suggested we see how they handle stray animals, and see if we may be able to use their services, once we have an ordinance in place.
  7. Bowen reported the Town is renting the marque at Rose Street Warehouse to Benny Vigil for $50 for six (6) months.
  8. The need to investigate hiring or having a consulting engineer on a retainer was discussed.  The Town needs ‘written road specs’.
  9. The United States Postal Service sent a letter and survey to all Avoca post office box holders advising them the Avoca Post Office is going through a review process.  The postal service intends to maintain four (4) hours of window service each weekday and maintain current Saturday window service.  The Postal Service will hold a meeting at Town Hall on October 16 at 7 PM to answer questions and provide additional information.  A final decision will not be made until after the public hearing.  In filling out the survey, the Council agreed to item 1 (keeping office open, but change to 4 hours of window service during the week).
  10. Bowen to find out what the capacity is for the council chambers.
  11. Letters to be sent to several businesses and landowners concerning mowing and cleaning up properties.
  12. Mayor O’Dell mentioned Little Flock now has an address of Little Flock instead of Rogers, but with a Rogers’s zip code (72756) and their sales tax has increased.  Mayor to pursue the issue.      

Ald. Pinkley, seconded by Ald. Sullivan, moved the meeting be adjourned at 9:12  PM. All approved.  Motion carried.

Respectfully submitted,
Diane Bowen

Recorder-Treasurer

 

Design and Hosting by
Erik Weems