Minutes of Regular Meeting

October 11, 2016 - 6:30 PM - Special Meeting

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

Nanette Barnes, Dennis Pinkley, Darlene Gregory, Jay King, Kathy Hansen

Guests: Michael Kalagias


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

Pledge of Allegiance
Moment of Silence

Bowen noted changes to agenda to include there will be two sets of minutes for approval; leaf vac; monument restoration and quilt. Mayor Sullivan added endorsement under new business.

Minutes of October 11, 2016 regular meeting were approved on a motion by Ald. Hansen, seconded by Ald. Gregory.

All approved. Motion carried.

Minutes of October 18, 2016 special meeting were approved on a motion by Ald. Hansen, seconded by Ald. Gregory.

All approved. Motion carried.

Bowen states financial report was not consolidated due to not receiving bank statements in time.

Bowen recommends a special meeting to go over 2017 Budget. Special meeting was tentatively set for December 15, 2016 at 6:30. Kathy Hansen to call & let Diane know if this date works for her.

Avoca Fire & Rescue

1. No report

NEBCO EMS

1. No report

Planning/Zoning

Planning

1. Ald. King reported the planning commission’s next scheduled meeting is November 15. The commission has made revisions to the bike/pedestrian plan; andIt has been submitted to The North West Arkansas Regional Planning commission (NWARPC).
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2. Ald. King reported they are waiting on the Master Street Plan due to the hiring of an engineering firm. Sample plans from Jeff Hawkins to be put before the Planning Commission for review. Once one is agreed upon, it will be brought before the council for approval. Ald. Hansen to see if she can get a copy of Bethel Heights Master Street Plan. She will see if she can have it emailed to Diane.

3. Ald. King are making 2 changes to the zoning code.

*They are revising the wording on Modular homes. Suggestions & samples received from Jeff Hawkins: The North West Arkansas Regional Planning commission (NWARPC). They will discuss it at next meeting.

*Animal Codes. Complaints have been made concerning goats & livestock on Rose street. Codes will be revised. Ald. Hansen asked about agricultural act. Bowen asked if we can send a letter for unsightly & unsanitary. Mayor Sullivan to go look at the property.

2. Ald. King asked that Ald. Barnes can be paid for any Planning meetings she attends while being trained. It was agreed Nanette Barnes be paid for attending Planning meetings.

Zoning

1. Job description for code enforcement: Jay will call Pea Ridge to see what their description is.

2. Mayor Sullivan looked at theDallas Ziegler, Warpspeed Performance, property & states there is a big approvement but needs more . McFann property on Sheppard Road to be sent a letter letting them know they need to clean up their yard.

Committee Reports:

1. Clean–Up

a. Fall clean-up was a success. Bowen reports she hasn’t heard from Waste Management on how many tons they collected for the Wrap-Up report. Mayor Sullivan will call Corporate at Waste Management for these totals.

2. Streets

Mayor Sullivan went to Little Rock in place of Ald. Gregory to pick up paper work for bike & pedestrian path/trail. He will start on the paperwork.

a. Avoca has been selected to receive $160,000 in Federal funding for our Avoca Heritage Trail project, as a result of our Transportation Alternative Program (TAP) grant application. Still waiting on official notice.

b. State Aid work should be done in spring 2017.

c. Alderman Gregory & Mayor Sullivan to meet with Mr. Pace, to look at our roads. He mentioned the cracking in the roads.

d. Mayor Sullivan reported he contacted Eagle Body to do the sideboards on the truck for the leaf vac. They were to order material and get back with him. Mayor Sullivan to follow up.

3. Town image

a. Ald. Barnes reported she will work on letters to new residents.

4. Park

a. Ald. Hansen reported she has not met with Ken Shaner, concerning Steam Whistle Depot plans. Mr. Shaner has had family health issues.

b. Bowen reported there has been a request for swings in the park.

c. It was reported we may have another ‘little library’ almost done.

d. Having a 51st birthday party for Avoca was discussed. Ideas - Cake; ice cream social; invite to all residents; bouncy house; horse shoes

e. Veteran’s memorial restoration – summer 2017

5. Personnel

a. Ald. Pinkley read a letter from Diane Bowen stating she will be retiring the end of 2016 and will be giving up her position as Office Administrator and elected position of Recorder-Treasurer. Bowen has offered her assistance in both consulting and bookkeeping, if needed, after the first of the year. Ald. Barnes, seconded by Ald. Hansen, moved to accept Bowen’s resignation. All approved. Motion carried.

b. Mayor Sullivan reported Nanette Barnes may be interested in office administrator position.

6. Annexation

a. Ald. Hansen reported her and Ald. Gregory’s goal is to have everything ready and make at least two ‘annexation’ visits in October.

Permits:

Business permits – none issued

Building permits

1. None issued as of 9/30/16

2. Bowen reported there are two outstanding building permit applications that are not completed.

a. Fred Bartell – still has not paid total amount due; he turned in estimated costs; inspector says fee is not based on cost; Mayor Sullivan to contact Mr. Bartell

b. Thomas O’Dell – has changed his plans and they have not been submitted

3. What Benton County uses for building inspections and what they have as far as building on agriculture property to be investigated.

Unfinished Business:

1. Bowen reported the property at 309 Sheppard Road was mowed by the Town. Bowen to contact our attorney to make sure we follow the proper lien procedures/process.

2. Bowen reported Mr. Ingram called the office and said he has cleaned up his grounds; took out contents they were storing; will dispose of some items during the town clean-up.
Bowen suggested to Mr. Ingram he contact the fire department concerning the burning of the building.

New Business:

1. Interviews with the short listed engineering firms will be done on November 1 at 6:00 and 6:15 PM. All letters were sent to the firms that did not make the list. Pages 20 and 21of the QBS document can be used during the interviews.

2. 2013 - 2015 audit will go before the Legislative Audit committee on October 13.

3. Mayor Sullivan reported he spoke with Thomas O’Dell, concerning the Veteran Memorial and he said he is in agreeance with staining the concrete and changing the flags and it will be over. Timeline was discussed and was agreed to having it done in the summer of 2017.

4. Christmas parade will be Saturday, December 3rd. Town to call and offer assistance to Mr. Ronnie Smith.

5. Bowen reported, at the time, she does not think the Avoca One Stop will be doing the ‘Trunk or Treat’ this year.

6. Resolution No. 06-16, a resolution authorizing the rate of property tax for the Town of Avoca, for the year 2016 to be collected in 2017, was read. Ald. Hansen, seconded by Ald. Pinkley, moved Resolution No. 06-16 be approved. All approved. Motion carried.

7. Resolution No. 07-16, a resolution adopting the finalized Benton County Hazard Mitigation Plan, was read. Ald. Pinkley moved Resolution 07-16 be accepted. Ald. King seconded the motion. All approved. Motion carried.

8. Ald. Gregory turned in a letter advising the Council her and her husband have sold their home and have temporarily moved out of the town limits, while building their new home within the Avoca town limits.

9. Ald. Barnes reported the loud noises coming from Russell Road are still an issue.

10. Bowen reported the quilt from Dema McDaniel is hanging in the front office.

11. It was agreed among all it is not a good idea for the Mayor to publicly endorse candidates.

Announcements were made.

Meeting adjourned at 8:45 PM on a motion by Ald. Hansen and seconded by Ald. King. Motion carried.

Respectfully submitted,

Diane Bowen
Recorder-Treasurer

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