Minutes of Regular Meeting

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

Present: Mayor Jordan Sullivan, Recorder-Treasurer Diane Bowen
ALD:

Nanette Barnes, Dennis Pinkley, Darlene Gregory, Jay King, Kathy Hansen
Zoning official Larry Parrish

Guests: Samantha, Brandy, Eric and Sara Thiele

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

Pledge of Allegiance
Moment of Silence

Samantha Thiele, Girls Scout Troop 5064, is working on the silver award which is one of the highest honors and is given to girls who show dedication while making a difference in their community. She is building bat houses to bring down the mosquito population, helping to stop the spread of Zika and to help decrease the spread of White Nose Syndrome which is deadly to bats.  She is building the houses with donations from Lowes and Home Depot. The houses are made of cedar and will be brown. Samantha would like permission to place 2 bat houses in the Avoca Park. One location would go on the outside of the pavilion in park west facing south-west and the other would be on the light pole in the bull pen. Ald. Hansen, seconded by Ald. Barnes, moved Samantha Thiele be given permission to place the 2 bat houses on the two chosen places. All approved.  Motion carried.  Samantha will also take pictures and document her progress for our Facebook page.
 
Ozark Regional Transit (ORT) statement added to agenda under new business.

Minutes of July 12 regular meeting were approved on a motion by Ald. Hansen, seconded by Ald. Barnes.  All approved.  Motion carried.

July 2016 financial report was approved as presented. 

NEBCO EMS

no report

Avoca Fire & Rescue

1. September 24 - community picnic

Planning/Zoning

Planning

    1. Ald. King reported we have not heard back from Elizabeth Bowen, North West Arkansas Regional Planning Commission, NWARPC, on the bike/pedestrian plan submitted; should have our master street plan from NWARPC before September planning commission meeting; regional planning commission working on wording in zoning code concerning mobile homes; tract split for Nancy Young should come before Planning Commission meeting in September.

    2. Ald. King reported at the July 19 planning commission meeting a lot split for Roger and Darlene Gregory was approved; fee of $400 for special meetings was discussed along with changing meetings to every month (3rd Tuesday) and they can be canceled due to lack of business. Next planning commission meeting will be Tuesday, September 20.   

Zoning

    1. Mayor Sullivan reported the job description for code enforcement position has not been done.  Description to include one of the duties/responsibilities is to attend all regular scheduled council meetings, when business dictates.  
    2. Larry Parrish reported he is in the process of sending a letter to Dallas Ziegler concerning the unsightly conditions at his place of business, Warpspeed Performance, 261 N. Highway 62. He also has visited the Jack McFann residence at 502 Sheppard Road, concerning the need to clean up the property.   
    3. Ald. Hansen asked about the vacated Ingram property at 114 E. Rose.  The grounds and the structure were discussed and council agreed to have our building inspector look at the house.

Committee Reports:

Clean-Up
    1. Fall clean-up will be October 22.
    2. Bowen will be scheduling dumpsters, etc. in August.
Streets
    1. Mayor Sullivan reported the specs for the work that needs done on the ditch lines on Rader Road has been written and will go in the paper the 20th and should be able to open bids at September council meeting.

    2. Mayor Sullivan is holding off on the concrete work on Rader Road until the ditch work is done.
    3. Mayor Sullivan reported the leaf vac is in and a small trailer was purchased to mount the vacuum on.
    4. Alderman Gregory to contact Mr. Pace, APAC, to set up a time to look at the roads and see what work may need done in 2017. Will probably schedule for October.

3.  Town Image

    1. Ald. Barnes and Ald. Hansen met with Stacie Latham concerning her interest in planning a spring fest/fling.  

    2. Ald. Barnes will be getting the letter out to the Avoca businesses in the near future.

4.   Park

    1. Ald. Hansen mentioned we may have another ‘Little Library’ being built.
    2. Ald. Hansen emailed Ken Shaner to see how the plans are coming with the Steam Whistle Depot and whether we needed another committee meeting.

    3. Bowen reported the cost for a non-ADA compliant porta potty unit (61” X 61”) is $2246 and the fully ADA compliant unit (64” X 77”) is $2491. Costs include tax and shipping and would be drop shipped to Avoca. The cost for the monthly service would be $60.  We would have to pour a pad for the unit ….surface needs to be flat – roll into off concrete.  The handicap unit would re-place the current porta potty.   Quote is good until August 11.  Using the existing pad was discussed.  Ald. Hansen moved to purchase the ADA compliant unit and have the drop ship date correlate with slab/concrete work.  Ald. Barnes seconded the motion.  All approved.  Motion carried.

5. Personnel

6. Annexation

    1. Ald. Hansen reported she and Ald. Gregory met July 14 and shared with the Council a handout they put together. One side is bullets concerning advantages of being in Avoca and an annexation petition on the other. Handout was reviewed and Ald. Hansen and Ald. Gregory thought they would personally visit some residents in September and October and get some feedback.

Permits

Business Permits

    1. none issued

Building permits

    1. none issued

Unfinished Business:

    1. Phillips Trash Service sent a statement, in the amount of $2000, for the clean-up at 309 Sheppard Road and it was paid by the Town the end of July.  Mayor Sullivan to have Larry Parrish send a letter to Bank of America giving them seven days to have the property mowed, in accordance to the unsightly/unsanitary ordinance.  If the town has to mow the property again, both bills to be placed on the lien.

New Business:

    1. Process for selecting an engineer (QBS) handouts were distributed to the Council.  Mayor Sullivan asked all to take home and look over the document and plan to discuss in September or October.   Rader Road is a prime example of why we need an engineer. Mayor would like volunteers to help work the process or he will appoint a committee.
    2. Bowen posted that two public meetings will be held in September in the park.
    3. Fencing will be started this week on the south end of the park on the east side of Old Wire Road.
    4. Bowen reported a State auditor picked up the Town’s records for 2013-2015 audits (financial and compliance agreement) on August 2 and should have them for approximately two weeks.
    5. Ald. Gregory, seconded by Ald. Barnes, moved the mayor position should receive compensation when attending committee meetings.  All approved.  Motion carried.
    6. Bowen reported the Town received an invoice from Ozark Regional Transit (ORT) for $1,000 for 2016 fair-share contribution. According to ORT’s records, in 2015 two people in Avoca had used their services and to date in 2016, no one has used the service. Ald. Gregory moved due to the lack of use by our citizens it is not good use of public funds. Ald. King seconded the motion. All approved. Motion carried.
    7. Bowen reported the Town received an invoice from Ozark Regional Transit (ORT) for $1,000 for 2016 fair-share contribution. According to ORT’s records, in 2015 two people in Avoca had used their services and to date in 2016, no one has used the service. Ald. Gregory moved due to the lack of use by our citizens it is not good use of public funds. Ald. King seconded the motion. All approved. Motion carried.

Meeting adjourned at 8:05 PM on a motion by Ald. Hansen and seconded by Ald. King. Motion carried.

Respectfully submitted,
Diane Bowen

Recorder-Treasurer

 

Design and Hosting by
Erik Weems