Minutes of Special Meeting

February 9, 2016 - 6:30 PM - Regular Meeting

Present: Recorder-Treasurer Diane Bowen
ALD: Nanette Barnes, Kathy Hansen, Jay King, Dennis Pinkley, Darlene Gregory
Absent: Mayor Jordan Sullivan
Guest: Jim Hollenbeck, Don Hoss Cameron, David Olson, Fernando Trejos

Acting Mayor Bowen called the meeting to order at 6:30 PM.

Pledge of Allegiance
Moment of Silence

Constable Jim Hollenbeck addressed the council and explained the responsibilities and duties of a constable. Powers, legalities, certification, training, etc. was discussed. Questions and answers followed.

Fernando Trejos, Excavation Cabling Dynamics, addressed erosion problems with the Council.


No Report

Avoca Fire & Rescue

No Report



    1. Ald. King reported Elizabeth Bowen, NWA Regional Planning Commission (NWARPC), attended Avoca’s January 26 planning commission meeting concerning bicycle/pedestrian plans. Ald. King reported he sent an email to contact Alta Design to see if they will look at our area and give us direction/suggestions/ideas/guidance. He has not heard back from Alta.
    2. Master street plan is still behind schedule, due to injury of mapper for NWARPC.


    1. no report

Committee Reports:

Clean-Up - Spring – Saturday, May 14
    1. Bowen reported she is to meet with a local contact with Waste Management, concerning our contract and our two (2) annual clean ups.  Council discussed with Constable Hollenbeck to see if he would be interested in watching the containers/dumpster after hours. Mr. Hollenbeck said he could if we needed him and his is available.

    1. Ald. Gregory reported the 2016 application for State Highway Department’s TAP program should be posted the 2nd week of March and the deadline will be extended.  
    2. Striping streets – on hold until after State Aid work is completed in 2016.
    3. Concrete work, suggested by Paul Pace, APAC, on BC 74 and Rader Road has not been done. Waiting for good weather.
    4. Bowen reported the Arkansas State Highway Department did have equipment up this past month to do the study on the left turn lanes, but we have not heard back from them.
    5. Bowen reported Fernando Trejos, Vision Cabling Services, has completed the concrete work on Woods Lodge/BC 74. Work was done to fix the damages caused by Vision Cabling when installing the cable.
    6. Jack Tidey, Tidey Excavation, is scheduled to clean out/replace culverts February 11th. David Olson to let Ald. Gregory know if anything comes up that needs her attention.
    7. Bowen reported we have not received a formal letter, but the City-State Aid Street Committee met and approved the Avoca project.

3.  Town Image

    1. Ald. Barnes is working on a letter for her ‘welcome wagon’ idea; she is going to change the Town’s FB page to Avoca Arkansas; wants to recognize businesses. Ald. Gregory suggested acknowledging/highlighting a business every few weeks. Bowen will get new civic guides after March 1, deadline for business license renewals

4.   Park

    1. Ald. Hansen reported trees for the park are not in yet.
    2. Bowen reported she and Ald. King met with 2 ladies from the NWA Economic Development District on February 4th. Among various subjects, we discussed the Steam Whistle Depot. They write grants and if we can come up with our vision of the park in a set of plans they will write and find grants. “Go for the Gold…may get Silver” was the grant writer’s motto! Put the pavilion, benches, lighting, flag pole, concrete, small playground equipment, etc. all in the plan. Farmer’s Market would be helpful in obtaining grants.
    3. Ald. Hansen asked whether any particular pavilion plans had been decided on, which they have not. Ald. Hansen to contact Ken Shaner about drawing up the plans for the pavilion and the Steam Whistle Depot property.
    4. Ald. Hansen explained the Share A Book boxes. They are boxes (whatever size you choose) usually on a post that is waterproof and as cute as you want to make them. They can be found in parks; parking lots; neighbor hoods, etc. They are like a mini library with books in them. You take a book and leave a book. Ald. Hansen will use part of the park budget to get a “share a book” box or contact businesses for donations. She has already talked to a gentleman to construct and a company to make the placard. Cost will run around $200.00. Great idea!

5.  Personnel

    1. No Report


Business Permits

    1. 2016 renewals in the last 30 days: Chrysalis Studios, APAC Central – Avoca Quarry, Stephen Eberle Construction, Pro Line Cabinets, Inc., Clear Channel Outdoor, Inc., MWI Construction, Avoca One Stop. Deadline for renewal is March 1, without penalty. Bowen reported she will send out 10 or so 2nd notices.
    2. Bowen reported she has been contacted by a gentleman that has purchased a brand new food truck and will be renting a spot on Highway 62 from the Lopez’, former Gentry property. He has asked what documents he will need to be licensed and has been working on getting his information in line.

Building permits

    1. Bowen asked the Council if a 30’ X 40’ pre-fab kit; metal building; on a slab with electricity and water would need a building and electrical inspections. Building would be used as a residential outbuilding/shop. Answer – yes
    2. Bowen reported she received the resolution and agreement between the Town and Mitch Iles, building inspector, this afternoon from our attorney. Bowen forwarded copy of agreement to Mr. Iles and he had a question concerned tort immunity. Bowen forwarded question to attorney and did not hear back from him this afternoon. Items will be on March agenda.

Unfinished Business:

    1. Bowen to turn over the property at 309 Sheppard Road to our attorney.
    2. Bowen to follow up with the owners of the property at 284 Hwy 62, (old truck stop) concerning unsightly and unsanitary conditions.
    3. Bowen and Larry Parrish met with the Mr. and Mrs. Lopez, current owners of the property on Highway 62 and Tucks Chapel Road. One of the properties on Tucks Chapel Road has already been cleaned up.
    4. Property owner at 558 Sheppard Road was sent a letter concerning unsightly conditions and Bowen is to follow up. According to Mr. Martinez the vehicles are all licensed.

New Business:

    1. Ald. Pinkley, seconded by Ald. Barnes, moved Ordinance No. 103, an ordinance establishing ‘dog control’ measures be placed on its first reading. All approved. Motion carried.

      Ordinance No. 103 was read in its entirety.

      Ald. Gregory moved the first reading of Ordinance No. 103 be approved. Ald. Barnes seconded the motion. All approved. Motion carried.

      Ald. Barnes, seconded by Ald. King, moved Ordinance No. 103 be placed on its second reading by title only. All approved. Motion carried.

      Ordinance No. 103 was read by title only.

      Ald. Barnes, seconded by Ald. King, moved the second reading of Ordinance No. 103 be accepted. All approved. Motion carried.

    2. Bowen shared information the Town has received from the questionnaire sent to other cities, with population less than 1000, about their police departments. Junction City, East Camden, Highfill, Jericho City and Oak Grove Heights each responded. It was reported Gateway has recently started a police department and it is believed they got a grant for their start up.
    3. Annexation – Ald. Hansen reported she and Ald. Gregory have come up with a listing of positive reasons why a person/business would want to be annexed into Avoca. They looked into the frontage on the west side of Highway 62 and the acreage involved. Their plans are to put together a brochure and meet personally with the property owners. Ald. Gregory said we also need to focus on the property on the north side of Avoca to Highway 72.
    4. Bowen reported she had contacted Attorney Slinkard concerning the concerns the Arkansas Municipal League has with the legalities by paying Ald. King the Mayor’s budgeted monthly allowance, for his assistance in helping Acting Mayor Bowen with various duties and his availability. After reviewing, Slinkard Law Firm says there are grey areas, a conflict of interest and will work up an agreement if the Council is adamant in doing so. Ald. King said due to the complications in the matter, conflict of interests, etc. he does not think the Council should proceed.
    5. It is the hopes of the Council that Mayor Sullivan gets his health back and can fulfil his duties by May 1st.

Meeting adjourned at 9:40 PM.

Respectfully submitted,
Diane Bowen



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