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HomeMy WebLinkAbout1982-09-13 MinutesN U a 1 MINUTES OF A SPECIAL BOARD OF DIRECTORS MEETING A Special Meeting of the Board of Directors was held on Monday, September 13, 1982, at 2:30 p.m., in the Board of Directors Room, City Administration Building, Fayetteville, Arkansas. PRESENT: Directors Noland, Bwnpass, Johnson, Lancaster, Todd, Osborne, and Sharp; City Manager Grimes, Assistant City Manager McWethy, City Attorney McCord, and City Clerk Kelly; members of the press and audience. CALL TO ORDER Mayor Noland called the meeting to order and asked for a moment of respectful silence. REVIEW OF CITY HALL RENOVATION BIDS Joining the Board of Directors for their review of the City Hall Renovation Bids were Mr. Donald Froning, and Mr. Newton Hailey of Hailey-Powers-Froning Architects. Mayor Noland asked the Board to review the deductive alternates and determine whether the alternates should remain or be deleted. Mr. Hailey was called upon to discuss the alternates, in that the Board might have some questions to pose to the architects. Greenhouse Alternate - It. Hailey stated that the prospect of the greenhouse was suggested in the original plans for the renovation, in May 1981, in an attempt to help conserve energy. The greenhouse was also proposed at the back of the building to enhance the appearance of that part of the building, as the southside of the Square develops. He stated that the cost had approximated $150,000, and that he would make no recommendation either for or against the addition of the greenhouse. With regard to the greenhouse, Director Sharp indicated that the calculations run by the architects proved that there would not be a sufficient energy savings by the installation of the greenhouse. Mr. Hailey reiterated that the cost for running return air ducts the full length of the building to disperse the warmer air would not be practical. Director Lancaster asked what is proposed as replacement for the back of the building, and it was determined that this area of the building would be cleaned and polished, and everything from the point of the recessed beam would be covered with the "power wall," similar to that which was done at the Bentonville City Hall. A canopy was also to be added to the back door, made of plaster, and similar to the frame of the building. Director Sharp, seconded by Director Osborne, made a motion to eliminate the construction of the greenhouse from the architectural plans. Upon roll call, the motion passed 6-0, with Director Bumpass being absent for this vote. 221 221.1 221.2 221.3 221.4 221.5 221.6 221.7 221.8 221.9 221.10 221.11 222 Alternate No. 1 was then discussed by the Board. This involved the omission of the revolving door and the installation of two (2) 222.1 pairs of doors at the north street entrance of the City Hall. Mr. Hailey commented that it was originally thought that the 222.2 use of the revolving door would prove better protection from the winds, and also that it would allow for easier access to the building. The use of air locked, double doors, was suppested, which would reduce the cost of the project by $10,800. These doors would be made of anodized aluminum. 222.3 Director Osborne, seconded by Director Johnson, made a motion to accept Alternate No. 1, which omits the revolving door and replace it with two (2) pairs of doors at the north street entrance. 222.4 Upon roll call, the motion passed 6-0, with Director Bumpass being absent for this vote. Alternate lA was discussed by the Board. This pertained to 222.5 the change of the type of elevator to be installed in the City Hall. The electric elevator would afford the faster movement between floors, and would carry 10% more people, but the Board decided that this type of elevator would not be necessary in a building of this size. 222.6 Director Osborne, seconded by to include the installation of the the electric elevator. Director Johnson, made a motion hydraulic elevator, rather than 222.7 Upon roll call, the motion passed 6-0, with Director Bumpass being absent for this vote. Alternate No. 2 was then discussed by the Board. Under this 222.8 alternate, TV lighting fixtures and wiring would be omitted. Mr. Hailey stated that the placement of the full lighting system in the Board Roam would enhance the ability to transmit the meetings 222.9 over television The lighting would be permanently in place and would be put into operation by means of a switch. 222.10 The Board determined to retain No. 2, lighting fixtures and wiring for the Board Roan. Alternate No. 3 was then discussed. by the Board. Under this 222.11 alternate, the new flag poles would be omitted and repair would be done to the existing wall -mounted flaf staffs. The Board determined to retain the original plan for flagpoles on the sidewalsk. These flagpoles were to be placed within the landscape planters. 222.12 Alternate No. 4 was then discussed by the Board which pertained to exposed aggregate in the alley on the west and south side of the building. The Board was in agreement to retain this alternate, in that they felt it would enhance the appearance of the building. Director Johnson felt that the use of this exposed aggregate would tie the front of the building to the back of the building. 1 1 1 Alternate No. 5 was discussed by the Board. This deductive alternate was to omit the new Thermopane windows and replace or repair existing windows. The Board decided to'have the Thermopane windows installed, and Nt. Froning added that this would mean the windows would be full size, as originally constructed. He added that the windows would be solar bronzed exteriorally and clear interiorally. The payback on these windows was expected to be anywhere from 5 to 10 years. Alternate No. 6 was discussed by the Board. This pertained to the omission of all carpet, including installation, but not including base. It was determined by the Board to retain this alternate, in order to coordinate the installation of the carpet with the work of the General Contractor. Mr. Froning added that he felt bidding at a later date for the carpeting would make it much costlier. The allowance is for $17.50 per yard, with a commercial, glued -down carpet. There being no further discussion by the Board, Director Sharp, seconded by Director Osborne, made a motion to award the bid contract to Kan -Ark Industries, Inc , of Rogers, Arkansas, the lowest bidder. A Notice to Proceed was to be executed and work was to begin as soon as the City Hall was vacated for the move to Interim City Hall. The total price of the contract was determined to be $1,077,435, with a Penalty Clause of $100.00 per day Director Todd asked whether any evaluation had been made of the capability of this contractor on past projects, and Mr. Hailey stated that all of those companies who had bid the project were equally capable firms. Assistant City Manager McWethy noted that the contract was to allow for the barricading of the street and sidewalk for the period of time in which the face of the building was being worked on and the sidewalks were being worked on. Director Bumpass made reference to the cleaning and pointing of brick and the cost of $3.00 per square foot, which is included in the contract. Mr. Hailey said 7-8,000 feet of brick were involved, and this would be approximately $20-22,000. Director Lancaster thought that the cost of cleaning and pointing, which is in the contract, would probably be far lower than the cost of hiring additional workers after construction to clean the brick. Mr. Grimes stated that he noticed that some of the brick on the east side of the building had fallen off and he wondered if they would be replaced. Mr. Hailey said that it would. The Civil Defense Siren on the top of the building will be removed. 223 223.1 223.2 223.3 223.4 223.5 223.6 223.7 223.8 223.9 223.10 223.11 224 Director Todd asked what contingency had been made concerning any additional cost. Mr. Hailey estimated that the overages could range between 5-67. Director Osborne asked whether the building had 224.1 been checked for termites, and Mr. Hailey said that it would be taken care of. 224.2 City Attorney McCord brought up another contingency which the board should be aware of regarding the amount of just compensation to be paid to the Masons for their interest in the west half of the third floor. He said that case is set for trial in June. He is trying to get it settled. Mr. McCord said the appraisal by Keith Shultz, in the City's behalf, was $5,000; the appraisal by Hinshaw & Associates, on behalf of the Masons, was $30,000. 224.3 Director Todd verified that funds for this project were to be generated frau sales tax proceeds over a period of a few years, plus general fund reserves. 224.4 Director Bumpass asked how any future change orders would be handled with regard to authorization. He made the suggestion that the Board meet in special session to process any future change orders regarding the renovation, if the change orders exceeded the amount which can be authorized by the City Manager. 224.5 Repossession of the City Hall building is expected by October 1983, 365 calendar days from the date the building is vacated, which is now scheduled for October 7, 1982. RESOLUTION NO. 112-82 APPEARS ON PAGE 85 OF RESOLUTION BOOK XV INTERIM CITY HALL 224.6 Director Sharp made reference to the use of gunite at the bank at the west side of the building, which had been discussed at the meeting of the Board which took place on August 17th. Director Sharp reiterated his feeling that building a railroad tie retaining wall would be preferable to the use of gunite. 224.7 After discussion, Director Osborne, seconded by Director Bumpass, made a motion to approve a change order authorizing the use of railroad ties at the bank at the west side of the Interim City Hall, instead of using gunite. 224.8 Upon roll call, the motion passed 7-0. AIR SHOW AT DRAKE FIELD 224.9 Ede Hogue, Airport Manager, and Dale Frederick, Assistant Airport Manager, spoke to the Board of Directors regarding the possibility of holding an air show at Drake Field during the month of November. 1 1 1 co fl U Q Mrs. Hogue stated that the fixed base operator, Fayetteville Flying Service, is very interested in helping to coordinate the organization of this show. She said that she and Dale had dis- cussed several possibilities for participants, and they had contacted the Confederate Air Force in Pine Bluff. Director Sharp and Director Bumpass added that the Fayetteville Autumn Festival was scheduled for October 15 through October 31, and Mrs. Hogue stated the Confederate Air Force was booked through the month of October, but she proposed a tentative date for the air show of November 7, 1982, which is a Sunday (the show to be held in the afternoon hours). She added that the Razorback game is in Waco that weekend, so she didn't anticipate any conflict there. She thought it would be a nice affair for families and students in the community, as well as surrounding communities. She said the date of November 7th was not a firm date, however She said some parachute jumpers had volunteered their services, and there are some airplane hobbiests in Joplin who fly ultra -light planes, and she thought they would be an interesting addition to the air show, and she had contacted them and they would be interested in participating in the show. Dale Frederick said he had spoken with another prospective participant who has a comedy show using byplanes, which could cost approximately $1800. She added that the Confederate Air Force would participate, if the City would pay expenses for the cost of fuel, estimated at about $500. Fayetteville Flying Service said they would handle any overnight accommodations for the Confederate Air Force. Dale Frederick said that in the case of inclement weather, he felt that they could cancel, with no cost to the City. Its. Hogue felt that expenses would be covered by the money generated by the receipts from the concessions, as well as flowage fees which will be generated from the sale of fuel for the incoming planes, and the aviation group flying in to view the show. She thought interest could be generated in the Tulsa, Springfield, and Northwest Arkansas areas. Mrs. Hogue feels the air show will create interest in Fayetteville and Drake Field. Director Noland asked Mrs. Hogue whether she had had the oppor- tunity to contact either the ROTC at the University about the use of jets or reserve units in Ft. Smith, and it was determined that Dale Frederick would look into this aspect. Mrs. Hogue said they would not make any firm commitments to any of the prospective participants until the Board gave their authorization. Director Sharp thought it might be a fine gesture to recognize Ray Ellis, former head of Scheduled Skyways, during the air show festivities. 225 225.1 225.2 225.3 225.4 225.5 225.6 225.7 225.8 228 Mrs. Hogue added that Fayetteville Flying Service said they could make available their Beechcraft 99 or their Metro, for rides on a "Cents Per Pound" basis A man from Rogers had volunteered 226.1 to bring a helicopter for this purpose. Dale Frederick added that they had discussed a static dis- 226.2 play of bypanes, B -29's, etc. Mrs. Hogue noted that Pine Bluff has held an air show in the last few years, which has been sponsored by the Confederate Air Force. She said they might possibly sponsor the air show in future years at Drake if it proved successful. 226.3 Director Lancaster praised Mrs. Hogue and Mr. Frederick for their efforts in this regard, and he urged the Board to support them in their endeavors. Mrs. Hogue felt that an initial outlay of $2500 would be 226.4 necessary, but the total amount of umney necessary was unclear, because there was sane question concerning the amount of insurance which would be involved to transport antique airplanes, etc. 226.5 Director Noland and Director Bumpass thought this could fall under the category of Advertising and Promotion funding. Mr. Todd asked whether there might be any liability associated with the air show, in the event there were any accidents at the air show, and Mr. McCord said the operation of the airport has been held to be government affairs, so he felt that there would be no liability. The participants have individual insurance coverage 226.6 Director Noland suggested authorizing an allocation to the Airport Manager for this purpose, and to place the prospect before the Advertising & Promotion Committee, to determine whether this is eligible to be underwritten from their funding. 226.7 It was determined that the Airport Manager would make some additional inquiries and investigate further to determine how much money would be deemed necessary for this purpose. 226.8 Director Osborne, seconded by Director Noland, made a motion to authorize the allocation of funds for the purpose of the air show in an amount not to exceed $5,000. 226.9 226.10 Upon roll call, the motion passed 7-0. RESOLUTION NO. 113-82 APPEAR ON PAGE 92 OF RESOLUTION BOOK XV ADJOURNMENT There being no further business to come before the Board, the meeting was adjourned at 3:30 p.m. 1 1 • OTHER BUSINESS 1982 Salary Survey/Cities Assistant City Manager McWethy, speaking in the absence of Scott Linebaugh, Finance Director, referred to the memorandum to the Board this date, on the subject of 1982 Salary Survey by Cities. Director Todd suggested that those cities of over 100,000 population should not be included in this survey. It was felt that Tennessee was overlooked, and should be included in this survey. There are four cities in Tennessee to be included. 7) This survey list was to be returned to the Finance Department for updating. Water & Sewer Committee Meeting CO Q The meeting of the Water & Sewer Committee which was scheduled for 8:30 a.m., September 14th, was rescheduled for 11:00 a.m., September 14th. Meeting Regarding Proposals Received on Land Application A meeting of the Selection Committee for the purpose of reviewing the proposals submitted on the Land Application Study was scheduled by Director Todd for Monday, September 20, 1982, at Noon. The Board members would be in attendance. t 227 227.1 227.2 227.3 227.4