--- date: "2008-11-12" title: "Council Meeting Minutes 2008-11-12" source: "2008-11-12-minutes-council-monthly.pdf" --- CITY COUNCIL MEETING NOVEMBER 12, 2008 Attended: Stan Horrell, Mayor Frank Primozic, Councilor Tim Coe, Councilor Bill Harrington, Councilor Carole Garrison, Councilor Jim Munyon, Councilor Roger McKinley, Councilor Georgia Patterson Randy Oxford Lynn Findley Brad Baird Ruben Griego The Mayor called the meeting to order at 6:00 p.m. The roll was called, Bill Harrington being absent. The pledge of allegiance was recited. The minutes of the October 22, 2008 meeting were considered. MSP: To approve the October 22 minutes, Carole Garrison/Tim Coe. All members voted in favor. There was discussion of whether or not the City can give away public property to an individual, specifically the slide from the playground. The Recorder advised the Council that City owned property must be declared surplus and offered to the general public through a public notice. She said that there is a variety of items being accumulated that could be liquidated. It was agreed that a list of property will be made for the Council and a sale scheduled for February 2009, time permitting. Planning: No Report Landfill: A Landfill report was received. It was reported that the methane monitoring wells are in place. Water System Improvements: Georgia Patterson reported that Marciel Well Drilling will be working on the well rehabilitation on Monday the 17th. Lynn Findley of Anderson Perry reported that the sand filtration project is progressing in good order and that Brad Baird would be at the meeting by 7pm to discuss the schedule November 12, 2008 Minutes further. He said that there will be a delay in receiving some of the pumps and that the project will extend into December. There was discussion of a culvert that got covered on Washington Street. Georgia Patterson also reported that the hillside above Washington would be seeded with a dry-land road mix. Public Works: The Mayor said the Council needs to decide what material to use on the end of the sand shed. There was discussion of using board and bat or metal. MSP: To use metal on the back of the sand shed, Roger McKinley/Jim Munyon. Georgia Patterson reported that they would be jet-rodding the sewer line on Johnson from 2nd Street to Washington Street to clear the line of roots. There was discussion of the process causing the pipe to leak more. There was also discussion of getting the line repaired and the possibility of obtaining a grant for all or part of the project. The Council also discussed having the City crew do the work without any engineering. MSP: To look into the option of obtaining a grant for the infrastructure of Prairie City to install 1,300 feet of 8” pipe, Jim Munyon/Tim Coe. It was agreed that the City needs to figure out the cost of materials to do the project. Jim Munyon said he would contact Sandra Jackson, a grant writer that may be able to assist in finding funds. Public Safety: The Council was asked to consider the adoption of the proposed Police Reserve Program Policy and the related forms. It was noted that the Council had reviewed the policy and that only minor changes had been suggested. Chief Oxford said the changes had been made. MSP: To adopt the Police Reserve Policy and forms, Frank Primozic/Tim Coe. Water System Improvement Project: Brad Baird of Anderson Perry addressed the Council regarding the project and referred to a letter regarding the contract schedule. He explained that the contractor will not be able to meet the deadline and estimated approximately an additional month resulting in additional construction engineering costs. It was estimated that the cost would be just under $1,000 per day. He said that the City can assess costs to the contractor such as liquidated damages and needs to decide what they plan to do. He referred to a letter sent to the contractor advising them of the City’s right to assess charges. It was suggested that perhaps the additional cost could be split between the City and the contractor. There was discussion of the risk of not utilizing the construction engineer for the duration of the project. Baird advised that Anderson Perry would talk with the contractor on behalf of the City. He said the City did not have to decide immediately. It was generally agreed that the contractor is doing a very good job. There was more discussion of the tearing down the well building and beginning work on the well. It was noted that OTEC would take out the electric service on Friday the 14th. On Monday Marciel Well Drilling will pull the pump, tv the well and do a flow test. November 12, 2008 Minutes Accounts Payable: MSP: To pay the bills, Jim Munyon/Tim Coe. The Council was asked to consider a pay request from Bodiford Construction in the amount of $197,449.97. MSP: To pay the bill from Bodiford, Jim Munyon/Tim Coe. Other Business: It was noted that the Council would not have a 2nd meeting in November unless something important comes up. The Council felt they should go ahead and make a decision on whether or not to assess damages on the water project schedule. Brad Baird came back to the meeting and said not making a decision until December should not be a problem. MSP: To give Bodiford Construction until December 31, 2008 to complete the project and retain the construction engineer for the duration of the project, Jim Munyon/Frank Primozic. It was agreed that the extension should not be communicated to the contractor at this time. It was again reiterated that the contract crew had been doing a very good job. p.m. It was moved and seconded to adjourn the meeting. Respectfully submitted: __________________________ Diane M. Clingman, City Recorder Approved this date: _________________ ______________________________________ Stan Horrell, Mayor November 12, 2008 Minutes