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City Council Packet - 09/30/1991 CITY OF TIGARD OREGON AGENDA PUBLIC NOTICE: Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s). If no sheet is available, ask to be recognized by the Mayor at the beginning of that agenda item. Visitor's Agenda items are asked to be two minutes or less. Longer matters can be set for a future Agenda by contacting either the Mayor or the City Administrator. 1. SPECIAL MEETING (6:30 PM)) 1.1 Call to Order - City Council & Local Contract Review Board 1.2 Roll Call 1.3 Call to Council and Staff for Non-Agenda Items 2. LOCAL CONTRACT REVIEW BOARD BUSINESS ITEM: • Consideration of Bid Award for Summerlake Park - West End Improvements 3. COUNCIL REVIEW OF LETTERS RECEIVED FROM CANDIDATES FOR COUNCIL POSITION NO. 3 4. NON-AGENDA ITEMS 5. EXECUTIVE SESSION: The Tigard City Council will go into Executive Session under the provisions of ORS 192.660 (1) (d), (e), & (h) to discuss labor relations, real property transactions, current and pending litigation issues. 6. ADJOURNMENT c=930.91 COUNCIL AGENDA - SEPTEMBER 30, 1991 - PAGE 1 Council Agenda Item ` T I G A R D C I T Y C O U N C I L SPECIAL MEETING MINUTES - SEPTEMBER 30, 1991 j • Meeting was called to order at 6:30 p.m. by Mayor Edwards. 1. ROLL CALL Council Present: Mayor Jerry Edwards; Councilors Carolyn Eadon, Valerie Johnson, Joe Kasten and John Schwartz. Staff Present: Patrick Reilly, City Administrator; John Acker, Acting Senior Planner; and Catherine Wheatley, City Recorder. 2. LOCAL CONTRACT REVIEW BOARD BUSINESS ITEM • Consideration of Bid Award for Summerlake Park - West End Improvements a. Acting Senior Planner John Acker reviewed the staff report. The City went out to bid for improvements to the west end of Summerlake Park on September 5, as authorized by City Council on March 26. This project includes two tennis courts, a basketball court, a small ballfield, irrigation and landscaping. The architect's estimate for the base bid was $167,000. The bids were opened on September 23. The lowest base bid was for $162,003 submitted by Northwest Landscape Industries. Staff recommended that the contract for Summerlake Park - West End Improvements be awarded to Northwest Landscape Industries. Mr. Acker reviewed the alternate work projects which were recommended to be added. b. Council asked questions regarding this project and estimated costs for the restrooms planned for this park. In addition, Council asked about the overall implementation of the Park Levy improvements. Staff responded that the restrooms were still planned. The additional alternates recommended for this project would have no significant impact on overall implementation of the Park Levy improvement list. C. Motion by Councilor Kasten, seconded by Councilor Eadon, to award the bid to Northwest Landscape Industries with the addition of Alternates Nos. 3, 4, and 5 as presented in the Staff Report. The motion was approved by a unanimous vote of Council present. A CITY COUNCIL MEETING MINUTES - SEPTEMBER 30, 1991 - PAGE 1 (S' T i 3. COUNCIL REVIEW OF LETTERS RECEIVED FROM CANDIDATES FOR COUNCIL ® POSITION NO. 3 a. City Administrator advised letters were received from four individuals expressing an interest in the vacant Council seat. Letters were received from: John L. Cook, Brad Gebhard, Jon Kvistad, and John E. Schwab. The letter from Mr. Gebhard was received after the deadline of 5 p.m., September 26. After discussion, the majority of council decided they should abide by the guidelines established for the selection process. Mr. Gebhard will not be considered for the Council position. Staff will notify Mr. Gebhard of Council's decision and ask him to consider completing a Citizen Committee Interest Application to serve on a board or committee. b. Council discussed the interview process. After discussion, it was the consensus of Council to interview John L. Cook, Jon Kvistad, and John E. Schwab. Each Council member will prepare a set of questions. All candidates will be interviewed at once with Council members and candidates alternating questions and answers. Interviews will take place on September 30, 1991. Council will convene at 6:30 p.m. with the interviews to begin at 7 p.m. The Town Hall Conference Room is too small to conduct the panel interview; staff will find a new location and advise all parties. 4. EXECUTIVE SESSION: Cancelled. 5. ADJOURNMENT: 7:04 p.m. Catherine Wheatley, City Recorder At s . Zvfd,y-or', CZ f Tigard Date: 1 c~la~l~rl =930.91 C CITY COUNCIL MEETING MINUTES - SEPTEMBER 30, 1991 - PAGE 2 COMMUNITY NEWSPAPERS, INC. Legal P.O. BOX 370 PHONE (503) 684.0360 Notice TT 7055 BEAVERTON, OREGON 97075 Legal Notice Advertising • City of Ti and • ❑ Tearsheet Notice PO box 23397 • Tigard, OR 97223 • ❑ Duplicate Affidavit tUAFFIDAVIT OF PUBLICATION The following meean~;h>tghhghts at a pubbshed f ' , ' ~ uiformatton: Ftfll STATE OF OREGON, )ss agendasmay be.'obtarned from `the C><ty4R`ecod~[13I25 S W Hail COUNTY OF WASHINGTON,) Boulevard, Tigard, Oregon 972'Z3, or fsy ~allmg 63~-4y~71 Judith Koehler being first duly sworn, depose and say bat I SP$CIAI:~ClTYC0I(1 CIL4 ~m the Advertisin Director, or his principal clerk, of the ~igarc1 'limes 9 r s a A ' SBF~°fEM13ER 30,r19S11'= 6,30 P i ~ TIGAItD CTd'Y HALL T'OWNNAL CO GROOM ~E a newspaper of general cirqyJiationdas defined in ORS 193.010 13125 S W HALL BOULfiV~1RD, TIDARDaO~tEGON ~ and 193.020; published at 1 in the r of sapid cqu ty artd to Q; that the _ once/ Snecia ity Council Meeting Agenda Topics Include '1' v.. E1• f~ z J~ ai a printed copy of which is hereto annexed, was published in the • Review letters rgceiv J .1 1 &om!rsons infies th nnctl entire issue of F . L ti said newspaper for One successive and consecutive in the followin issues: SeYechon oPcan~i~lstes uite>4tne on X991 ` k -13 t Y g ti ?y_y }t .•~tYi n"' i~~ Sg t~'-js ~4 j .tom 'ks 3<e.. September 26, 1991 • , Leval Contract Review Boars M • ~Bzecuave Session The Tigard C><ty Co>ancilgo Lhto Executive r ~Stesaagp~unde>r the p%v:ston jstf ORS 192,?{;e)~~(hjw~t~o i' ySS ~b,rOr~teldho , r tcansac t `!i~`i4 ~ _ . µ`Yx„itLlN~~'`y r . ~hc' it tY+u i 4'il s:. f~' - .x 05 bsh S tem Subscribed and sworn to before me this 26th day of September, 1991. --Q OFFICIAL SEAL Notary Public for Oregon ;-Y BF-VE- iLY kl. THOMAS 'n NOTARY OREGON My Commission Expires: /5', i 9 S L3/ Cc • :gas: r c} oora~2 15,?994 AFFIDAVIT COUNCIL AGENDA ITEM 3. c~ f CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY AGENDA OF: September 1991 DATE SUBMITTED: September 11, 1991 ISSUE/AGENDA TITLE: Contract award PREVIOUS ACTION: Authorization to for Summerlake Park - West End Im r v- go to bid ements PREPARED BY: John Acker DEPT HEAD O ti CITY ADMIN O REQUESTED BY: ISSUE BEFORE THE COUNCIL Whether to award a contract for construction of improvements to the west end of Summerlake Park, including two tennis courts, one basketball court, one small ball field, landscaping and irrigation. STAFF RECOMMENDATION 3ecause good construction weather becomes more uncertain as the season progresses it is best to proceed as quickly as possible. Therefore, this summary is being sent prior to opening of the bids. Staff will deliver a recommendation on the 24th for Council consideration. INFORMATION SUMMARY City Council authorized staff to go to bid for this project on March 26, 1991 as part of the year two parks levy improvement projects. Advertisement for bids was on September 5; bid opening is scheduled for September 20. PROPOSED ALTERNATIVES None FISCAL NOTES This project is part of the parks levy improvement program. Our most recent estimate of cost for this portion of the Summerlake Park west end levy improvements is $175,000.