Minutes of Regular Meeting

March 8, 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

Bowen reported Mayor Sullivan is doing much better and may be home by April 1.

Ald. Hansen, seconded by Ald. Pinkley, moved the minutes of February 9 regular meeting be approved as presented.  All approved.  Motion carried.

Ald. Gregory, seconded by Ald. King, moved the February 2016 financial report be approved as presented.  All approved.  Motion carried.

NEBCO EMS

No Report

Avoca Fire & Rescue

Ald. Barnes reported the date of September 24 is set with the fire department. Ald. Barnes volunteered to contact Epic Inflatables to schedule another bouncy house for the event. 2015 cost was $275.

Planning/Zoning

Planning

    1. Ald. King reported he heard from Alta Design, out of N. Carolina, concerning bicycle/pedestrian plan. Wade Walker, graduate of U of A, is working in the NW Arkansas area and will be working with us.
    2. Master Street plan - no progress

Zoning

    1. no report

Committee Reports:

Clean-Up - Spring – Saturday, May 14
    1. Bowen reported she has been contacted by Anthony Sedillos, District Manager of Waste Management, and George Wheatley, our local contact, concerning our two (2) annual clean ups.  Containers for bulk will be delivered on Friday afternoon and picked up Saturday after noon. They both assured us we will have an awesome spring clean-up and apologized for the past year. They also are doing audits on all their contracts and will meet with us at a later date.  Bowen reported she understands our current contract will expire October of 2020.

Streets
    1. Ald. Gregory reported the 2016 application for State Highway Department’s TAP program is online and the deadline is June 1. Ald. Gregory reviewed, with the Council, the information that is needed with application. Due to the close deadline, Bowen suggested we start our sidewalk program, just on the Town’s property and use Ken Shaner, architect, to work up what we need and help with application. Council agreed to start on the project and to make the sidewalk wide enough for both bicycles and pedestrians.
    2.  
    3. Striping streets – on hold until after State Aid work is completed in 2016.
    4. Bowen reported the concrete work, on BC 74, has been done by Dave Olson. This is the work suggested by Mr. Pace, APAC.
    5. Bowen reported the Arkansas State Highway Department advised the Town their study does not warrant a left turn phasing at the light on Highway 62.
    6. State aid – Bowen reported we have not received formal notice of approval.
    7. Jack Tidey, Tidey Excavation, replaced five culverts. One was replaced on both Prairie Creek Road and Benton 74 (Woods Lodge Road) and three on Rader Road.
    8. Bowen reviewed with the Council a bid proposal from Fernando Trejos, Excavation Cabling Dynamics. The proposal is to re-work 1876 feet of ditch line on Woods Lodge Road/BC 74.

      Work would include resurfacing ditch with concrete; refurbish ground; grade where necessary; backfill dirt in required areas; ditch traps and drain pipes where necessary. Lump sum bid for materials and labor – $33,445.00 or $17.82 per foot.

      Putting the job out for bids was discussed. Bowen reported you have to have specs before putting jobs out for bids. Engineering was discussed and Ald. Pinkley suggested we get an engineer to look at BC 74. Bowen noted there is a process to hiring an engineering firm and will look into it again.

    9. Ald. Gregory, seconded by Ald. Barnes, moved we solicit bids from Alvin Brewer and Jack Tidey to fill in the deep ditches, approximately 750 feet, on Rader Road with red dirt and rock.

3.  Town Image

    1. Ald. Barnes has drafted a letter to be sent to new residents.  Along with the letter she will send a civic guide, voter registration forms, information on school calendars, etc. Ald. Barnes also wants to send letters to the businesses that have been in town for several years and also highlight the Avoca businesses on Facebook.  She also talked about the idea of having a “safe exchange” location at Town Hall parking lot and also visited with Hoss Cameron concerning ideas about new businesses.

4.   Park

    1. Ald. Hansen reported the trees (bare roots) for the park are in and will lay out a plan where the trees need planted for Dave and Larry.
    2. Ald. Hansen reported she will meet with Ken Shaner concerning the Steam Whistle Depot property on March 15 at 4 pm. Ald. Gregory and Bowen will try and meet with them also. We will need to talk to Mr. Shaner to see if he would be interested in working on our sidewalk plan for TAP grant.
    3. Ald. Hansen reported on the Share A Book boxes. Ald. Hansen reported Mr. McKenna will construct one. Cost will run around $200.00.

5. Personnel

    1. Bowen reported on dates she will be out of town.  May take ½ day off on Thursday March 17 and use available comp time.

6. Annexation

    1. No progress

Permits

Business Permits

    1. 2016 renewals in the last 30 days: Jotto Desk; Hoss RV Repair; Foresee Enterprises/Logging; Two Sisterz Liquor; Wolfes Waypoint Marine; GMI Glazing Specialties, Inc.; Charley’s Tree Services; TCB Mixed Martial Arts; Kimball Automotive; K & K Auto Sales; Avoca Auto Sales, Inc.; Tri-Star Automotive & Tire Repair; Good Wood; Sunny & Hair; Beaver Storage; Warpspeed Performance

Building permits

    1. Building permit issued to William Engels, 125 Russell Road, for a 30’ X 40’ shop building.
    2. Jerry McIver, 229 Russell Road, has moved out a small trailer that has been on the property for years and pulled in a storage building, to be used as a residence. Bowen called Mitch Iles, inspector, to look at the building and property. They have to tie down/anchor the building, obtain a letter from Health Department allowing them to connect to the existing septic, submit a drawing of building, showing layout of rooms, along with engineered stamped truss specs, before they can apply for a building permit

Unfinished Business:

    1. Bowen has not turned over the property at 309 Sheppard Road to our attorney. Mr. Mencl has started to build a privacy fence to hide the unsightly conditions.
    2. Bowen reported the renter at 284 Hwy 62 (old truck stop) has cleaned up some of the unsightly conditions. The owners still have some work to do on the property.
    3. Bowen is also working with property owner at 558 Sheppard Road to clean up his property. He is also building a privacy fence to shield his unsightly conditions.
    4. Ald. Gregory thinks fences should require building permits.

New Business:

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

      Ordinance No. 103 was read by title only.

      Ald. Barnes moved the third reading of Ordinance No. 103 be approved.

      Ald. Gregory seconded the motion. All approved. Motion carried.

      Bowen reported she will be working with Major Lynn Hahn on getting an agreement written up between Benton County and Town of Avoca.

    2. Bowen shared additional information the Town has received from the questionnaire sent to other cities, with population less than 1000, about their police departments.
    3. Resolution 03-16, authorizing agreement with Mitch Iles to provide building inspections, electrical and HVAC was read in full.

      Ald. Hansen, seconded by Ald. King, moved Resolution 03-16 be approved. All approved. Motion carried.

    4. Building code inspection services agreement between Mitch Iles and the Town of Avoca was signed.
    5. Glen Jones has asked if the town would be interested in being a Purple Heart City.

      To send a proclamation for our review.

    6. An additional light needs to be installed on front of town hall to shine on flag.

Meeting adjourned at 8:25 PM.

Respectfully submitted,
Diane Bowen

Recorder-Treasurer

 

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