CITY OF EUREKA SPRINGS 117

SPECIAL COUNCIL MEETING MINUTES

January 16, 2001

CALL TO ORDER

Mayor Beau Z. Satori called the special meeting of the Eureka Springs City Council to order at

11:04 a.m., January 16, 2001. Alderpersons James DeVito, Jack Dozier, Kathy Harrison, Kelly

Simon, David Stoppel and Bryan Sumpter were present. A quorum was established. Also in

attendance were City Administrative Assistant Kim Dickens, City Attorney Sherry Wilson,

Eureka Springs Visitors Bureau Director, Jef Russell, Special Events Director Sally Thachery,

City Secretary LauraJo Smole, members of the press and several citizens.

Ordinance 1860 — An Ordinance of the City of Eureka Springs, Arkansas, Waiving the

Requirements of Competitive Bidding as Related to the Partial Renovation of the Theater Section of the City Auditorium

A motion was made by Aid. Harrison to read the Ordinance. Aid. Simon seconded.

Ald. DeVito requested a breakdown of the bid and what projects where encompassed. Ms. Thackery distributed a digital image of the completed project which included plaster repair, painting of the interior walls, renovation of interior lighting fixtures and the construction of reproduction lighting fixtures, installation of pressed tin into the existing drop ceiling frame and repainting of the frame, and a new stage drape or curtain. She pointed out that the curtains seen in the image have already been ordered under a separate contract.

There was a discussion of recent changes to the project. Separate grant funding has been requested for the exterior portions of this project and the stage drape was added.

Ms. Thackery stressed the importance of using a single contractor with experience in historic theater restoration for the entire project. The City Advertising and Promotion Commission emphasized this in the request for Statements of Qualifications as advertised.

In response to a query, the Mayor stated that he knew of no other responses to the request other than Backstage Connections.

Concerns of the Alderpersons included contracting with a firm not licensed as a General

— Contractor in the State of Arkansas and not soliciting competitive bids. The Alderpersons discussed the possibility of Backstage Connections being retained as consultants to assist the Commission draw up bid packages on the project.

The role of the Auditorium Director in this project was discussed. Several Alderpersons expressed a concern that there did not appear to be a single person responsible for overall project coordination. Mr. Russell assured the Council that he would take control and formulate a plan.

Ms. Dickens reminded those present that the City owns the structure and that she must be kept informed of projects that affect the building.

After further review of the discussion, there appeared to be a consensus of opinion that the Mr. Russell and the City Advertising and Promotion Commission should reexamine the project as prepare bid packages to be advertised in nearby major metropolitan areas.

Aid. Simon withdrew his second of the motion. Aid. Harrison withdrew the motion.

1 1 8 CITY OF EUREKA SPRINGS

SPECIAL COUNCIL MEETING MINUTES

January 16, 2001

A motion was made by Aid. Stoppel to adjourn. Aid. Simon seconded. Without dissent, the meeting was adjourned at 11:45 a.m.

APPROVED:

ATTEST:

City Council Minutes 01/16/01

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