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City Council Packet - 08/26/1963 T I GAR D CITY COU N C I L MINUTES OF MEETING. AUGUST 26, 1963 Present: Mayor E. A. Woodard; Councilmen F. J. Cooper; F. H. Bergmann; N. E. Johnson; C. E. Klock, Sr. �.: Attorney F. A. Anderson. Meeting called'to order by Mayor Woodard at 7:30 P. M. Mayor Woodard called for reading of the Minutes of the previous meeting which were then read and upon call for corrections or objections, none being heard, the Minutes were ordered approved as read. -Mayor Woodard: It is necessary to request a motion to accept the dial of Mr. Carter as our City Engineer. We will have the motion subject to the change of engineers from Mr. Carter to Mr. Boydston of Stevens and Thompson. Councilman Klock: I would make the motion that we retain the Stevens and Thompson firm as our engineering firm and by the same token would dispense with the services of Mr. Carter. Councilman Cooper: I second the motion. Upon call for vote the motion was unanimously approved by Council, all members present. Mayor Woodard: We want to talk about police; we have gone to the point of consulting all the applicants, we should come to some,decision tonight. Councilman Bergmann: We have interviewed 12 men altogether; my recommendation at this time would be John Batcheller. I would move that John-Batcheller be hired by the Council as Acting ChiefofPolice. Motion seconded by Councilman Johnson. Upon -call for vote the motion was unanimously approved by Council, all members present. Mayor Woodard: Attorney Anderson is making up the specifications for the car. We intend to buy'a car :now, we can ,get the money and we are ;going to advertise for sealed bids on a'car. Councilman Johnson: Would that include also the 'radio7: Mayor Woodard: We havethefunds for the radio, we will buy that ourselves and have it installed in the car as well as the siren and the light on top of the car. As stated for the car itself we will advertise and request'sealed bids. Councilman Johnson: Does our insurance policy cover a police car. If we .own the car then we` are responsible for it. Mayor Woodard: We will have our own :insurance. There is another thing,we have to think about, this police car, when he gets through using it we will have to find somewhere for him,to park the car as he lives in Portland`. Councilman Klock: What is our situation in the event of"sickness or injury to City employees? (The City Recorder explained there is no`sickness 'coverage; ;accident would be covered under-S.I.A.C. The City employees would be eligible to join the League of Oregon Cities Blue Cross Plan.) 5-26-63 - Page 1. Councilman Cooper: May I ask what date the police officer will:be employed? Councilman Bergmann: I would say the 'first of September to -place the policeman on duty. Councilman Johnson: I move;that the Acting Chief of Police be employed as of the first of September. Motion seconded,by Councilman Bergmann. 'Upon call for vote the motion was unanimously approved by Council,_all members present. Mayor Woodard (Addressing Councilman Bergmann) Will you notify him? Councilman Bergmann: He is here tonight. Councilman Cooper: Mister Mayor, as you requested I tried to get some information on the starting of a library; at that time I didn't know there was someone working on that here in Tigard. Councilman Klock informed me that Mrs. Bender of Business Assistants has available information with respect to a library and she consented to come here tonight and can bring us up to date on the formationofa library. At this time Mrs. Beverly Bender addressed Council giving them the benefit of such Information as she had with respect to the library and stated that someone from the State would be here next month;and that'a meeting could be arranged with all parties interested. Council meisbers discussed various phases of the work with -Mrs.-Bender and inasmuchas the date of September 26th had been , set for the meeting Council decided to accept that date and meet in the CouncilRoomsand to invite all parties to meet with them and to advise Council a couple of days ahead of time whether this would be satisfactory, Mayor Woodard: As to the flag pole, Councilman Cooper, I understand you have the drawing of the flag pole but you have not contacted any donors as yet; we will hold that over until another meeting. On the Caulfield and Caulfied report, the State was down here: last week and submitted a letter to us and;spoke about the alternative plan they have. I `contacted Curtis Tigard and he came to the City Hall and met with Mr. Allison and since Mr. Uermilye was III I left the matter in the hands of Mr. Tigard to'discuss 'further with Mr.'Allison.' Mayor Woodard and Councilman Johnson discussed the matter of the light on Highway 99. Also the:subject of discussion was Brookside f2 with respect to the acceptance of that street by the City with a'imaintenance`bond. Councilman Johnson stated It was his intention not 'to accept streets under a year unless a performance bond is :put up.and he thought It would be in order that Council amend the ordinance to' cover'rthe acceptance of a performance bond. Mayor Woodard: That will all be in the Sub-division Ordinance. Attorney Anderson: You have another facet of the matter which has not been mentioned here; it is-a practical matter, it is this, if :there :are such cases that have more or; less' adhered` 8-26-63 - Page 2. to the code; if that is followedandthere is adequate inspection at designated stages in the construction then the City would be able to accept Without a bond. Councilman Klock: I make a motion that in lieu of accepting the roads immediately on completion that we accept a performance bond for one year and that we will then accept the roads by the City. Motion seconded by Councilman Cooper. Upon call for vote the motion was unanimously approved by Council, all members present. Mayor Woodard: I would like at this time to call on Mr. Runyan of Stevens and Thompson, the 'firm we have designated as our engineers on the sewer plant expansion and intercepted line. Mr. Runyan then arose and introduced Mr. Meigs as an Associate Engineer from his office who will act as the engineer on this ,job. Mr. Runyan: We have estimated that probably it would take about six weeks to get the plans and specifications so that the project could be put out for bids, which would put it around the fifteenth of October. We will do the best we can to cut that schedule down; we will have to check the work that has been done. Until we do that we do not know ,just how much of it can be used to cut down the time. Assuming that the work is ready for calling for bids by October 15th, under the regulations on the 660 program, you are required to advertise for 21 days, that would mean bids could be opened November 5th. Allowing some time :for review of the bids and getting approval from the Federal Agencies and getting their approval to award a contract It would-be, from our past experience, about November 20th would be the earliest wecould 'get approval and get the actual contract awarded. That will give you an idea of the time-table on the trunk sewer.. That is quite late considering,the problems you will encounter in the winter months. Under the_Grant they would make no payments until the treatment plant was under contract; they are concerned with the whole project being completed. I am not too familiar with the problems as far as. the_necessity,for-early completion of the interceptor sewer, however Ithink we probably realize that this fairly late in the year to get started on-a project of this ;type. It Is possible that It might be cut a little shorter but it can't be cut very much shorter because of the time for advertising for bids and contract awards for bids. If plans could be completed a week` or two earlier, every day this time .of thelyear-helps. Mayor Woodard: In case of high water we +would be shut down?' Mr. Runyan: If the creek does flood, from the notes we have and the map we have it ;appears we are following',;the creek quite closely, it would be quite wet there rIn'the winter months. It would seem we would be faced with;shut-down in the winter months. We would complete the plans of the sewer plant and try ;or bid opening right after the first of the year 'so that work could be started In the Spring. You are more familiar with the situation of the creek as to when it starts to go down and what time you could get in there in the Spring. We would anticipate working on both plans, we will: not be able to have the;plant plans =completed, It is our under- standing the interceptor sewer is to be the first. The only information that has been transferred tows are these two'field books which appear to represent 11 days of two men field party and-a map showing the general;location of the :sewer. 8-26-63 - Page 3. As far as getting the Grant money in the end by going ahead with one part of the project, it would affect the time onlyyou would get the money. Mayor Woodard: Go ahead with it and'do the best you can. Councilman Cooper: It the high water comes it is going to be Impossible to work, Mayor Woodard: Even if they start and high water comes they would have to stop.- I'would like toseeyou get as far as Grant Street before the winter; these other fellows could get started; Mr. Paterson will take some time to get his project started. Mr. Runyan: We can proceed as rapidly as possible with these plans and at the time they are completed a decision can be made whether to go ahead this Fall or wait until Spring. Councilman Bergmann: It will take six weeks to finish the preliminary plans? Mr. Runyan: The final plans. Councilman Bergmann: This eleven days work that has been done, how much extra time is being taken up? Mr. Runyan: I would say as far as the time that has been spent, - probably fifty percent is lost. Councilman,Cooper: Why was this preliminary eleven days work put inT Mayor Woodard: Well he was the engineer and he put in the work. Councilman Bergmann: I wasn't aware of the time involved before starting construction.'. Mayor Woodard: We couldn't go ahead too fast because we didn't know whether we were going to;get the money. Mr. Runyan: Another factor is a great deal of the sewer appears to be on easement. That presents some of the problem, ;the line will have to be tied down so it can"be 'located. I have; given your Attorney a draft of the agreement covering the interceptor sewer and also one for other services and believe that is complete with the excention that the City' would have;some credit due for work;that has been done by Mr.' Carter, ' For the spreliminary,work, we will give the City credit for work that has been:done. We probably cannot give you full credit because we have a certain amount of checking on work that has been done. We might delay the actual acceptance of it until the work can be evaluated. In the meantime if the Council desires we proceed as rapidly 4s possible on` this"interceptor I could give.you a :complete agreement'sometime during this week. We could evaluate this work and give you credit .this week.` �,- Councilman Cooper: I believe we should go ahead "full steam". I am not in favor of delaying ;this. Mayor Woodard: Do you have any idea approximately how long it will take after you get started, to ;lay that interceptor line? 8-26-63 - Page 4. Mr. Runyan: We feel the contractor should be given 90/120 days. We don't feel the contractors time should be cut short. At the moment it looks like 90/120 days: that may be subject to some change once,we get into the job. Councilman Cooper: Is there any law that would permit us to extend the time for construction? Mr. Runyan The specifications are set up so that if the weather is so unfavorable the contractor can be given a stop- work order and get an extension on that basis. If the con- tractor works for a month and the weather gets bad it could be stopped, The engineer has the authority to stop the job if he feels it is not,advisable to go ahead, Mayor Woodard: We thank you very much. Mr. Runyan: We will get the figures back to the Attorney some time this week. Mr. Kyle: Wednesday of this week starts the Second Annual Birthday Party. Itwillbe a 4 day celebration and we hope the Council will join in; wewouldlike to ask the City Council for a Proclamation designating August 28th, 29th, 30th and 31st as Tigard Town and Country Days. Mr. Kyle thanspokeabout the Business License fee for the Carnival and there was considerable discussion between all members of Council and the Attorney with regard to the fee. Mr. Kyle having asked for the Proclamation for the Tigard Town and:Country Days, Councilman Johnson so moved, seconded by Councilman Cooper and upon call for vote was unan- imously approved by Council, all members present.' Councilman Johnson: I move that the question of the Business License;be tabled. Motion seconded by Councilman Cooper. 'Upon call for votewasunanimously approved by Council, all members present. Mayor Woodard: Is there anyone in the audience who has any- thing to offer to Council._(No response); I want to ask the Council for authority to purchase a pipe locator we need at the plant. The cost'is $217.50; this is a piece of equipment we will need all the time,. I' would like to hear 'a-motion. Councilman Klock: I make a motion that we go ahead and purchase the pipe locator at the price of $217.50. Motion seconded by Councilman Cooper. Upon call for vote was unanimously approved by;Council, all members present. Mayor Woodard: I have a copy of a letter dated August 141963 written,by Mr. Carter to Mr. Marshall, Plant Engineer of Nalley's at Tacoma, (Reading letter) I have a letter from Stevens and Thompson that was written to Mr. Carter 'where they have acknowledged receipt of certain;data. 4I have a letter from Mr. C. H. Mayes, President of Knoll Drive Corporation in which they advise the purchase of lot #9, Knoll Acres Addition. I have a letter from Mr. Marshall of Nalley's dated August 20th requesting certain information with respect to a sewer down Hunziker Street which I shall turn over to the engineer. Page 5. Mayor Woodard: Is there any further business to come before Council? Attorney Anderson: I would report the City is the owner in fee simple of these premises, Councilman Johnson: I move we adjourn. Motion seconded by Councilman Bergmann. Motion carried unanimously. Adjournment was' taken'at 9:30 P.M. Respectfully submitted: ATTEST: CITY RECORDE72, IL MAYOR. 8-26-63 - Page 6.