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HomeMy WebLinkAbout1968-06-19 - Minutes - ArchiveMINUTES OF MEETING OF THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS JUNE 19,. 1968 J0 The Housing Authority of the City of Fayetteville, Arkansas met at 10:00 a.m., June 19,. 1968, in the Director's Room, City Administration Building, Fayetteville. Members present: Carl Whillock, Ellis Shelton, Hal Douglas, J.W.Gould Members -absent: L.L.Baxter Others present: Ora Belle Rollow,Hugh Kincaid, Gerald Fox, J.E.McClelland The 'minutes of the May 15th meeting were approved by motion of Mr. Douglas, seconded by Mr. Gould.Motion carried unanimously. The financial report was approved by motion of Mr. Gould,seconded by Mr. Shelton and motion carried unanimously. Mr. Douglas reported that the Fayetteville School Board had offered to sell the Hillcrest School site for $115,000 and retention of an itemized list of equipment. The offer was accepted, subject to approval of the Regional office of HUD, by motion of Mr. Douglas seconded by Mr. Shelton and the vote recorded: Ayes: Shelton,Douglas, Whillock,Gould Nayes: None 40 Motion carried unanimously Resolution No.22,Approving a policy on Disposition of Personal Property, was read in full, discussed and adopted by motion of Mr. Douglas, seconded by Mr. Shelton and the vote recorded: Ayes: Shelton,Douglas,Whillock,Gould Nayes: None Motion carried unanimously Resolution No.23,Approving Amendment of the Surveyor's Contract between J.E.McClelland and the Housing Authority, was read in full and adopted by motion of Mr. Douglas, seconded by Mr. Shelton and the vote recorded: Ayes: Shelton, Douglas, Whillock, Gould Nayes: None Motion carried unanimously There being no further business the meeting was adjourned by motion of Mr. Shelton, seconded by Mr. Gould and motion was carried unanimously. ATTEST: APPROVED: SECRETARY CHAIRMAN • RESOLUTION NO, 22 A RESOLUTION APPROVING POLICY ON DISPOSITION OF PERSONAL PROPERTY, WHEREAS, a proposed policy on a disposition of personal property has been presented to and duly examined by the Commisspi vers of the Housing Authority of the City of Fayetteville, Arkansas,4a copy of said proposed Disposition Policy is attached to this Resolution and marked Exhibit "A", and WHEREAS, such a policy is necessary and desirable for efficient operation of the Housing Authority. NOW, THEREFORE, BE IT RESOLVED BY THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS AS FOLLOWS: That the Disposition Policy, pertaining to the disposition of personal property, a copy of which is annexed to this Resolution and designated Exhibit "A".be.and the same is hereby approved and adopted, PASSED this - J day of , 1968, APP ROVE CARL S, WHILLOCK, CHAIRMAN ATTEST: r LJ RESOLUTION NO. 23 • A RESOLUTION APPROVING AMENDMENT OF SURVEYOR CONTRACT BETWEEN J. E. McCLELLAND AND THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS. WHEREAS, on the 20th day of December, 1967, the Housing Authority of the City of Fayetteville, Arkansas, did accept a proposal made by, and did enter into a Contract with, J. E. McClelland to furnish surveyor services with respect to parcels of land within a prescribed area designated as Sites "A", "B", and "G", and WHEREAS, it has been determined by the Housing Authority that Site "G" could not be acquired; would be abandoned, and would be replaced by alternate Site "J", and WHEREAS, the Housing Authority desires to amend the Contract between J. E. McClelland and the Authority so as to delete Site "G" from said Contract and include surveyor services for Site "J". NOW, THEREFORE, BE IT RESOLVED BY THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS, AS FOLLOWS: SECTION 1. That Paragraph 1 "Scope of Services", of the Surveyor Contract be amended by deleting therefrom Site "G" in its • entirety, and by adding thereto the following described tract of land: Site J. All of Block 20 of the Original Plat of the City of Fayetteville, Arkansas, SECTION 2. That Paragraph 4, "Compensation" of the Surveyor Contract be amended by changing Sub -Paragraph a. and b. of Paragraph 4 (a) to read as follows: a. For furnishing maps $2,400.00 b. For setting monuments and establishing bench marks 100.00 TOTAL ,500.00 SECTION 3. That all other provisions of the Surveyor Contract shall remain the same, and the Chairman and Secretary of the Housing Authority are hereby authorized and directed to execute in behalf of the Housing Authority the "First Amendment" to said Contract, a copy of which is annexed to this Resolution, containing the Amendments authorized by this Resolution. PASSED this% g �(�. dayof 1968. APPR D: CARL S. WHILLOCK, CHAIRMAN ATTEST: - ORA BELLE ROLLOW, SECRETARY • 11 • FIRST AMENDMENT TO SURVEY CONTRACT WHEREAS, on the 20th day of December, 1967 the Housing Authority of the City of Fayetteville, Arkansas did accept a proposal made by, and did enter into a Contract with, J. E. McClelland to furnish surveyor services with respect to parcels of land within a prescribed area designated as Sites "A", "B", "G" and WHEREAS, the parties to said Contract now desire to amend same so as to delete therefrom Site "G" and to add thereto Site "J" and to provide for surveyor,:services in connection with said Site "J". NOW, THEREFORE, IT IS HEREBY AGREED BY AND BETWEEN THE PARTIES HERETO AS FOLLOWS: I. That Paragraph 1, "Scope of Services", of said Surveyor Contract be amended by deleting therefrom Site "G" in its entirety, and by adding thereto the following described tract of land: Site J. All of Block 20 of the Original Plat of the City of Fayetteville, Arkansas, 2. That Paragraph 4, "Compensation", of said Surveyor Contract be amended by changing Sub -Paragraphs a, and b, of Paragraph 4 (a) to read as follows: a. For furnishing maps $21400.00 b. For setting monuments and establishing bench marks 100.00 TOTAL $2r5006 0 3. That all other provisions of the Surveyor Contract shall remain the same. IN WITNESS WHEREOF, themes of the parties hereto have been affixed this 41 day of , 1968. HOUSING AUTHORITY of the CITY of FAYF,�TT� , ARKANSAS By CARL S. WHILLOCK, CHAIRMAN By eq� i ORA BELLE ROLLOW, SECRETARY SURVEYOR J. E. McCLELLAND CONSULTING ENGINEER J. E. MCCLELLAND CONSULTING ENGINEERS 1810 N. COLLEGE AVE. P. 0. BO% 151 Mr. Ernest E. Jacks Architect First Federal Building Fayetteville, Arkansas Dear Sir: Civil Engineering Consulting Sanitary and Materials Testing FAYE7 EVILLEp ARKANSAS 73701 AREA COOK 501 443.4371 June 18, 1968 Re: Boundary & Topographic Surveys - Public Housing Project ARK -97-1 Fayetteville, Arkansas The need to adjust contract prices for Boundary and Topographic Surveys on the above captioned project is believed to be justified for the reasons following. Site B. located in the very oldest part of Fayetteville, Arkansas, is made up of and is surrounded by subdivisions, the plats for which are extremely vague (some date back to 1905), many calls are not shown on the plats, land marks referred to have been gone for many years, and street dedications are not recorded. In addition, a portion of Site B had been sold by the . Fayetteville School Board some years ago, and this transaction had never been recorded. The portion referred to was assumed to be included in the project and approximately three days of field and office time were lost in gathering information for the final plat. The original contract contained no breakdown of contract amounts to be applied against each individual tract. In other words, no degree of difficulty was considered as pertaining to the individual tracts, but rather, all were placed together in the one lump sum price. Site B was extremely difficult, not only in the matter of establishing property boundaries, but in the making of a topographic survey. The site was very steep and rough, and vegetation growth was abundant, causing a time expenditure which was excessive. Site A, while not steep, was wooded with heavy undergrowth. Both Sites A and B were obviously more diffi- cult to survey than Site G would have been. Therefore, a simple pro- portion to arrive at a cost for surveying Site G would be inequitable, in our opinion. The proposed site which will replace Site G is reportedly the property where Hillcrest Junior High School nows stands. This site is steepand while undergrowth does not present a problem, the location is within the Original Town Plat of the City of Fayetteville, one of the oldest subdivisions in the city. It is anticipated that costs to be incurred here in making the required surveys will be high. It is hoped that for the reasons given above, favorable consideration will be • given our request for an adjustment in the contract amounts. Very tr y s, t jJ .E . Mc lelland Exhibit "A" DISPOSITION POLICY • HOUSING AUTHROITY OF THE CITY OF FAYETTEVILLE, ARKANSAS Personal property shall not be sold or exchanged for less than its fair value. Personal property of the value of $1,000 or more which is to be sold to other than a public body for a public use, shall be sold at public sale. Sales of excess personal property shall be made in the following manner: 1. If the estimated sales value of the personal property offered for sale is less than $100 the Executive Director may negotiate a sale in the open market after such informal inquiry as he con- siders necessary to ensure a fair return to the Local Authority. The sale shall be documented by an appropriate bill of sale. 2. For sales from $100 to $1,000 the Executive Director shall solicit informal bids orally, by telephone, or in writing from all known prospective purchasers and a tabulation of all such bids received shall be prepared and retained as part of the permanent record. The sale shall be documented by an appropriate bill of sale. 3. Sales of $1,000 or more and the award of such contract shall be aml� made only after advertising for formal bids. Such advertising shall be at least 15 days prior to award of the sales contract and shall be.by advertis&ment in newspapers or circular letters to all pros- pective purchasers. In addition, notices shall be posted in public places. Bids shall be opened publicly at the time and place speci- fied in the advertisement. A tabulation of all bids received shall be prepared and filed with the contract as a part of the permanent record. The award shall be made to the highest bidder as to price. 4. The sale of personal property to a public body for public use may be negotiated at its fair value subject to prior approval of the Board. The transfer shall be documented by an appropriate bill of sale. Personal property shall not be destroyed, abandoned, or donated with- out the prior approval of the Board. The Executive Director shall make every effort to dispose of excess personal property as outlined above. However, if the property has no scrap or salvage value and a purchaser cannot be found, a statement shall be prepared by the Executive Dir- ector listing the prospective bidders solicited and all other efforts made to sell the property, together with recommendations as to the manner of disposition. This statement shall be referred to the Board for its approval. A copy of the Board's approval, together with the conplete documentation in support of the destruction,abandonment, or donation, shall be retained as a part of the permanent records.