EL RENO CONVENTION & VISITOR BUREAU
REGULAR MEETING OF
THURSDAY – DECEMBER 18, 2014 – 10:00 A.M.
CITY COUNCIL CHAMBERS
101 N. CHOCTAW AVENUE – EL RENO, OK
MINUTES
A. CALL MEETING TO ORDER
Chairman Proctor called the meeting to order at
B. ROLL CALL
PRESENT:
Vicki Proctor, Chairman
Matt White, Trustee (arrived at 10:48am)
Betty Johnston, Trustee
Rocky Carter, Trustee
Kirstein Haydon, Trustee
Debbie Harrison, Vice-Chairman
Karen Nix, Trustee
STAFF PRESENT:
Gene Stroman, Director CVB
Karen Fowler, Deputy Treasurer
Tony Rivera, City Manager
Lindsey Grigg, City Clerk
Matt Sandidge, Community Services & City Planner
OTHERS:
Daniel Latham, El Reno Tribune
Jim Davis, Davis Design
C. CONSENT AGENDA
1.
Approval of Minutes of the November 20, 2014 Convention & Visitor
Bureau Board Regular Meeting.
Proctor MOVED, SECONDED by Haydon to approve minutes of the August 21, 2014
Convention & Visitors Bureau Board Regular Meeting.
AYE:
Johnston, Proctor, Haydon, Harrison, Nix and Carter
NAY:
None.
ABSTAIN: None.
ABSENT: White
Chairman Proctor declared the motion CARRIED vote 6 to 0 with 1 absent.
D. DISCUSSION ITEMS
2.
To receive a report on the monthly financials for revenues and
expenditures from the Hotel/Motel tax.
No action taken.
3.
Discussion, consideration, and possible action in regard to the El Reno
Centre Theater Roof Renovation Project.
Sandidge, Rivera, & Davis discussed this at length stating that this would bring the fund
balance down to around 48,000.00 and mentioned that the back wall of the building was
unsafe and dangerous. The repairs of the structure needs to be done and a portion of the roof
will need to be done while this takes place. If we wait to come back and redo the entire roof,
we would have to redo the entire roof including the portion done with the structure in order
to get a warranty on the roof. We suggest the base bid at $205,000.00 along with alternate
no. 1 and no. 4 which provides a 20year warranty.
Harrison MOVED, SECONDED by Proctor to recommend to Council to award the base bid
at $205,000.00 with alternate no. 1 at $10,000.00 and alternate no. 4 at $10,000.00 for a total
of $225,000.00 to Landmark Construction.
AYE:
Johnston, Proctor, Haydon, Harrison, Nix and Carter
NAY:
None.
ABSTAIN: None.
ABSENT: White
Chairman Proctor declared the motion CARRIED vote 6 to 0 with 1 absent.
4.
Discussion, consideration, and possible action regarding CVB Grant
Accountability Form from the U.S. Calvary Association.
Harrison MOVED, SECONDED by Proctor to approve Grant Accountability Form from the
U.S. Calvary Association.
AYE:
Johnston, Proctor, Haydon, Harrison, Nix, White and Carter
NAY:
None.
ABSTAIN: None.
ABSENT: None.
Chairman Proctor declared the motion CARRIED vote 7 to 0 with 0 absent.
5.
Discussion, consideration, and possible action on the report of the El
Reno Convention and Visitors Bureau and take appropriate action.
Stroman gave his report and no action was taken.
E. COMMUNICATION FROM THE PUBLIC
White mentioned that he would like to discuss bringing everyone together to get on the
same page.
F. ADJOURNMENT
Filed in the office of the City Clerk and posted on the bulletin board at the west entrance of the El Reno Municipal Building,
101 N. Choctaw at 2:00pm on December 16, 2014.
Proctor MOVED, SECONDED by White to adjourn.
AYE:
Johnston, Proctor, Haydon, Harrison, Nix, White and Carter
NAY:
None.
ABSTAIN: None.
ABSENT: None.
Chairman Proctor declared the motion CARRIED vote 7 to 0 with 0 absent.
The meeting adjourned at 11:07am.
Signed ___________________________