Minutes of Regular Meeting

May 10, 2016 - 6:30 PM - Regular Meeting

Present: Mayor Jordan Sullivan, Recorder-Treasurer Diane Bowen
ALD: Nanette Barnes, Kathy Hansen, Dennis Pinkley, Darlene Gregory, Jay King

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

Pledge of Allegiance
Moment of Silence

Ald. Hansen, seconded by Ald. Barnes, moved the minutes of April 12 regular meeting be approved as presented.  All approved.  Motion carried.

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


NEBCO EMS has asked for their budget allotment for 2016.  Monies will be spent on EMT training.

Avoca Fire & Rescue

1. Bouncy house scheduled for September 24 annual community picnic.
2. Ald. Pinkley suggested we see if Jason Evans can schedule a children’s safety course and/or information on biking in NWA.



    1. Ald. King reported Mayor Sullivan, Bowen and himself met with a representative from Alta Design on April 20.  They submitted a turnkey plan for $15,000. The NWA Regional Planning Commission thought the fee was way out of line and again said they will help us in any way.  Planning Commission will continue working on the plan. 
    2. Ald. King, Mayor Sullivan and Bowen also met with Arkansas & Missouri Railroad’s engineer concerning sidewalk crossing the railroad on Rose Street.  The State Highway Department will need to do a hazard study concerning number of accidents, average speed of trains, etc. The cost for a gated crossing on the rail road could run approximately $200 – 700,000.  Financial help may be available from both A & M and the State. 
    4. May 17 will be Pea Ridge Military Park’s workshop for their study on bike/pedestrian trails.  Ald. King and Mayor Sullivan will try to attend.
    5. Master Street plan - no progress
    6. Ald. King mentioned the County has contacted the Town concerning the “use” of property that is in our planning area. The building in mention is the old masonic lodge at the end of Old Wire Road and it may be turned into a church. Ald. King asked the Council if the planning commission wants to get involved in “use” of property, out of town limits. Opinions were given and Ald. King to bring before the planning commission.


    1. no report

Committee Reports:

Clean-Up - Spring – Saturday, May 14
    1. Ald. Gregory and Ald. Barnes will be coordinators.
    2. Bowen to contact Constable Hollenbeck to see if he will stay Friday evening and not allow any dumping from dark until Saturday at 7 am.
    3. Mayor to have Dave and Larry work during the clean-up.
    4. Mayor Sullivan said he would like to start in the fall picking up bulk items for Avoca residents. It was suggested we make a list of those that call and need help and make sure they are taken care of.
    1. Ald. Gregory reported the TAP application is due June 1.  Ald. Gregory, Mayor Sullivan and Bowen to meet with Ken Shaner the week of May 23 to go over the plan and application, before mailing the application to the State Highway Department. 
    2. Resolution No. 04-16, a resolution expressing the willingness of Town of Avoca to utilize federal-aid transportation alternatives program funds, was read in its entirety.
    3. Ald. Hansen, seconded by Ald. King moved Resolution 04-16 be approved.  All approved.  Motion carried.

    4. Mayor Sullivan reported he had called both Alvin Brewer and Jack Tidey twice concerning looking at both Rader and Woods Lodge Road concerning the ditches.  Council agreed to try Brewer and Tidey again before putting bid in paper.
    5. Dave Olson to still do some concrete work on Rader Road.
    6. State Aid – still waiting for work to be done Tractor was in shop - leak in clutch housing; front hub; complete service - hydraulics

3.  Town Image

    1. Ald. Barnes is still working on a letter to send new residents.  Bowen to get civic guide completed.
    2. Pics of clean-up will be put on Facebook page along with other items.
    3. Ald. Barnes to try and get a blood mobile at community picnic.

4.   Park

    1. Grounds have not been fertilized. Mayor Sullivan to work with Dave and Larry on getting the soccer field fertilized.
    2. Ald. Hansen would like to see Avoca become a Tree City through the Watershed Alliance.  Town’s part would be $2.00 per capita and can come from in-kind donations.
    3. ‘Share A Book’ should be built in the near future.  Bowen mentioned Beaver Storage has also asked about donating a ‘share a book’, that looks like a storage building.

5. Personnel

    1. Bowen reported on dates she will be out of town. 

6. Annexation

    1. Ald. Hansen reported this is a work in progress.  Bowen to email the rules on voluntary annexations to Ald. Hansen.


Business Permits

    1. none issued

Building permits

    1. Jerry McIver, 229 Russell Road, making 40 X 16 structure livable – final inspection passed; after clean-up property will be issued certificate of occupancy
    2. Buck Reeves – 354 Elm Street – 1,200 sf home – Southwest Homes

Unfinished Business:

    1. Mayor Sullivan reported when Phillips Trash Service showed up to clean the Mencl/Bank of American property on Friday, April 15, Terra Wood/Mencl called the Sheriff’s office.  They in turn, told him the town did not have the proper documentation and the Town was trespassing on their property. He turned Phillips Trash Service away and told Brian and Terra Mencl to get the property cleaned up or Phillips would be back.  On Monday, April 18 Mayor Sullivan and Bowen had a conference call with Attorney Slinkard. He told the Mayor the Town had done everything they needed to do, according to state law and there was no specific paperwork to give to the deputies.   If needed again, we will have Attorney Slinkard call the Sheriff’s Department ahead of time and make them aware of the situation. Council agreed the grass needs mowed.

    2. Mayor Sullivan and Larry, Zoning Official, to look at the Avoca Tire Shop again concerning the tires and unsanitary condition.

New Business:

    1. Agreement between Benton County Sheriff Meyer Gilbert and Town of Avoca for dog control was read. The Sheriff agrees to provide animal control services in the incorporated limits of Avoca. In exchange for the services provided, Sheriff shall be compensated $95 for each animal impounded.  Ald. Hansen, seconded by Ald. Barnes, moved the agreement be approved.  All approved.  Motion carried.
       Council agreed calls to the Sheriff should be made from the Town, unless it is a vicious animal attack. Bowen to look into Ordinance to see if issue is addressed.

    2. Purple Heart City signs have been ordered and received.  Bowen to work with the State to make sure we place the signs on Highway 62, in the correct locations.
    3. Mayor reported we received information from ER Assist, concerning disaster debris plan.  Benton County has contracted with the company for a County plan. Cost to Avoca would be $300 for a more specific program. Bowen reported it is a software plan. Council agreed to hold off until Mayor does more research. Questions – will Avoca have access to County’s plan; what are costs for software updates; one time or annual fee? There is a free consultation.

    4. Bowen reported the filing period for municipal office of alderman will open July 29 and close August 19.  Paper work to be handed out at July council meeting.

    5. Mayor Sullivan reported he has not done anything with QBS (process for selecting an engineer). He would like to have an engineer on hand that we can call when needed and not on a monthly retainer. He will gather more information from Jack Tidey on the engineer’s name and number he uses.

    6. Discussion on ‘events held on Town property’ tabled.

Meeting adjourned at 8:30 PM on a motion by Ald. Gregory and seconded by Ald. Barnes. Motion carried.

Respectfully submitted,
Diane Bowen



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