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Home My WebLink About1978-02-06 Minutesl 166 MINUTES OF A SPECIAL MEETING OF THE BOARD OF DIRECTORS February 6, 1978 The Fayetteville City Board of Directors met in special session on February 6, 1978 at 7:00 p.m., in the Board Room of the City Administration Building. PRESENT: City Manager Don Grimes, City Attorney Jim McCord, City Clerk Darlene Westbrook; and Directors Ernest Lancaster, Philip Colwell, Ann Henry (arriving at 7:30 p.m.), John Todd, Paul Noland, Al Hughes, and David Malone ABSENT: None OTHERS: Members of the audience and representatives of the news media CALL TO ORDER 166.1 The Mayor called the meeting to order called for the purpose of conducting the first public viewing of the preliminary plans for Continuing Education Center and for consideration of authorizing the preparation of working drawings and bid documents thereof; and, for the purpose of considering action to acquire land for the Center and for off-street parking facilities. PRESENTATION OF PRELIMINARY PLANS FOR CONTINUING EDUCATION CENTER 166.2 Architect Warren Segraves presented the preliminary plans to the Board which, he explained, had been drafted in consultation with University of Arkansas Continuing Education staff members based upon their anticipated needs. He felt the plan was quite workable and reflected the needs of the University's continuing education program which will occupy the structure. Emphasizing the design's flexibility, Segraves proceeded to review the plans in depth. 166.3 Continuing Education Dean Hugh Mills stated that he felt the building would serve the program's needs for 20 or 30 years. He stated that the University of Arkansas Board of Trustees had acted on the Center and has approved and entered into a long-term obligation in regards to the structure. He assured that the University had no intention of going into the project with the City and then backing out of it. 166.4 Mr. Segraves stated that construction of the facility would take approximately 18 months from award of contract. Working plans for the 50,000 square foot building could be ready within six months of receipt of the Board's authorization. He did not believe the structure could be built for less than $2 million and felt the total cost, including legal and acquisition costs, could be as much as $2.5 million. 166.5 Director Malone recalled that the projected lease payments had been based upon a 40,000 square foot building. He noted that he had contacted University officials and informed them that the lease payments would have to be adjusted to compensate for the additional floor space. Noting that the one -percent hotel, motel,and restaurant tax is generating more revenue than anticipated, he felt the cost of the facility would still be manageable. 166 1 1 2/6/78 167 Director Todd questioned whether the one -percent tax could generate the addi- 167.1 11/ tional $20,000 or $25,000 needed to finance the additional floor space. Malone said the area could be cut back to 40,000 square feet but that it seemed important to have the proposed four floors of conference area. Comments from the audience included discussion of various heating:.and cooling 167.2 systems which would be energy conserving. Segraves stated that the type of system would not be decided upon until in-depth studies had been made to determine which system would be most beneficial. Other comments from the audience included dis- cussion of compatibility of the building's design with other buildings on and around the square. Director Malone informed the Board that he understood that Urban Renewal has 167.3 received indication that they may proceed with their plans and proposals in regard (V to the project. He said they will have to conduct public hearings and submit addi- (t) tional documents. Director Malone moved the Board authorize the architect to pro - 10 ceed with working drawings and bid documents for the Continuing Education Center. U The motion was seconded by Hughes and the recorded vote was: Ayes: Noland, Hughes, Malone, Lancaster, Colwell, Henry, Todd Q Nays: None The motion was declared passed. RESOLUTION AUTHORIZING SITE ACQUISITION FOR CONTINUING EDUCATION CENTER Director Malone recalled that acquisition of one tract of land had previously 167.4 been authorized but said authorization must be granted for acquisition of the west tract. He advised that this is the last tract which has to be acquired by the City -- remaining tracts are to be obtained by the Housing Authority. The City Attorney read a resolution authorizing the City Manager to extend 167.5 an offer of purchase in the amount of $33,000 (highest appraisal figure). If the offer is rejected, the resolution would also authorize condemnation proceedings to be initiated for acquisition of the property. The resolution was moved for adoption by Director Malone, seconded by Hughes. The Mayor asked if the resolu- tion should pass and the recorded vote was: Ayes: Noland, Hughes, Malone, Lancaster, Colwell, Henry, Todd Nays: None The Mayor declared the resolution passed. 1 1 RESOLUTION NO. 4-78 APPEARS ON PAGE 6 OF ORDINANCE & RESOLUTION BOOK VI RESOLUTION'AUTHORIZiNG ACQUISITION OF OFF-STREET PARKING FACILITIES SITE Director Malone recommended the Board proceed with acquisition of an off-street 167.6 parking facility site presently leased by the City from Southwest Underwriters Insurance Company. He said the site constitutes a substantial expense item in lease payments. Acquisition of the site would require condemnation, Malone in- formed, since the City's offer to purchase the property for $150,000 had been rejected. Malone said the site included the Greer Abstract building, eastward to the rear of the Downtown Gulf service station. Disposition of an existing alleyway would have to be decided by the Board at a later date. He said he would, at a later date, recommend retaining a parking consultant to advise on design and financing a parking facility. Director Todd asked if the consultant would not be more appropriate prior to 167.7 acquisition of the site. Malone replied that the purchase would have to be made even though no structure is constructed since the City will be required 167 2/6/78 168 to provide sufficient parking in conjunction with the Continuing Education Center. Malone indicated that delay of condemnation proceedings could affect the value of the property since the condemnation proceedings will consider the value of the property at the time of the filing of the condemnation. Other developments planned for the area could, during a delay of condemnation filing, cause the property's value to increase. Malone said that construction of parking facilities for the Center would be paid for from Advertising and Promotion funds, and spaces for the hotel would be paid by the hotel. 168.1 The City Manager indicated that funds for the purchase of the site would have to borrowed from the General Fund until bonds are sold. He said the City has sufficient funds in General Fund Reserve to make any deposits which might be required by the court. As soon as the revenue bonds are sold, the General Fund will be reimbursed. Grimes said that the Advertising and Promotion fund would be overburdened at this time if the purchase is made with those funds. 168.2 Director Malone, seconded by Hughes, moved adoption of the resolution. The recorded vote was: Ayes: Noland, Hughes, Malone, Lancaster, Colwell, Henry Nays: Todd The Mayor declared the resolution passed. RESOLUTION NO. 5-78 APPEARS ON PAGE 7 OF ORDINANCE & RESOLUTION BOOK VI 168.3 Director Noland questioned if the Board should not instruct the architect to prepare plans in such a way that the City would have an option of deleting 10,000 square feet of floor space or have a dollar amount available to determine if the City's financial status will allow construction of 50,000 square feet. Segraves replied that they would work with places where it would be a simple matter to take an alternate bid on some items. ADJOURNMENT 168.4 There being no further business for the Board's consideration, the Mayor de- clared the meeting adjourned. ATTEST: (heal) cattthietitair" Darlene Westbrook, City Clerk 168 APPROVED: !�Y/2Osai�j Ernest E. Lancaster, Mayor 1 1