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HomeMy WebLinkAbout1996-06-07city council minutesBook 37 SPECIAL MEETING June 7, 1996 12:00 Noon The Meeting was called to order by Mayor Winder. The Mayor requested that everyone stand for the Pledge of Allegiance to the Flag. The Roll of the City Council was called with the following members present: Houchins, Evans, Earl, Nancolas, Langan, and Wells. Absent: none. Page .128 (CONSIDER A RESOLUTION RATIFYING THE DECLARATION OF EMERGENCY AS DECLARED BY THE MAYOR) Mayor Winder stated that the purpose of the meeting was to discuss the condition of the roof of City Hall. The winter and spring have resulted in a lot of damage to the building and the condition of the roof was getting worse. The cosmetic repairs done last year to the roof did not turn out to be beneficial. As a result of the continuing deterioration, I contacted Tom Ensley and he suggested that Steve Upson become involved. Mr. Upson did come by to look at the City Hall roof and also took him to look at the roof at the Catholic Church and Stone Lumber in Nampa. Stone Lumber has Option No. 1, the rubber based roof, and the Church has the other option which was a little heavier, but not necessarily a better roof. It was just a different type of system. Mr. Upson was present and Council could ask any questions they might have. Mr. Upson did answer questions from the City Council with regard to the materials used, manufactures warranty which covers installation and materials that was covered in both options, the fact that if budget was a concern, he would suggest the lower figure. After further discussion, the Mayor read the Resolution ratifying the Declaration of Emergency as follows: A Resolution of the City Council of the City of Caldwell, Idaho making findings and declaration and approving and ratifying the Declaration of Emergency as declared by the Mayor of the City of Caldwell dated the 7th day of June, 1996; WHEREAS, The roof of the Caldwell City Hall is leaking and it is necessary that such repair be effected as soon as possible to avoid extensive damage to City Hall and the health and safety of the citizens and the employees of the City of Caldwell; and WHEREAS, The Mayor has issued a "Declaration of Emergency" dated June 7, 1996, which declaration states that an emergency exists within the City of Caldwell and that the health and safety of the citizens and of the employees of the City of Caldwell may be adversely affected unless such repairs are made immediately, that the cost of such repairs exceed the bid limitations as set forth in Idaho Code 50 -341 and that because such emergency exists, the Mayor has requested that the provisions of Idaho Code 50- 341(L) be invoked to�avoid the time constraints of the regular bid process; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CALDWELL, IDAHO AS FOLLOWS: The City Council finds, determines, resolves and declares: Book 37 A. That an emergency exists regarding the repairs of the City Hall roof and the safety of the citizens and the employees of the City may be adversely affected unless repairs are commenced immediately. B. That the cost of such repairs exceeds the bid limitations as set forth in Idaho Code 50 -341 but that pursuant to the provisions of Idaho Code 50- 341(L) where an emergency is declared, the bid requirements may be waived; C. That the City Council finds based upon the Declaration of Emergency by the Mayor of the City of Caldwell that an emergency does exist and that repairs to the City Hall should be effected forthwith and immediately and without compliance with the bid requirements of Idaho Code 50 --341. This Resolution shall take effect and be in force from and after its adoption and approval. MOVED by Nancolas, SECONDED by Langan to pass the Resolution ratifying the Declaration of Emergency. Roll call vote. Those voting yes: Nancolas, Langan, Wells, Houchins, Evans, and Earl. Those voting no: none. Absent and not voting: none. MOTION CARRIED (APPROVAL OF THE BID FOR THE REPAIR OF THE ROOF) Councilman Nancolas stated that after listening to Mr. Upson, it was his opinion that the cost per year would be the same no matter which option was chosen and that the City would be just as well served at the $44,735 as we are at the $49,348. Therefore, he felt it would be prudent to proceed with the $44,735 bid. Mr. Nancolas also stated that he did not believe a performance bond was necessary. MOVED by Nancolas, SECONDED by Evans accept Option No. 1 and award the bid to Mr. Upson. The Mayor commented that the other item for discussion was if something would turn up that they were not aware of at this point and it needs to be done, it might be wise to allocate an amount slightly more than the bid. His suggestion was about $60,000. There was considerable damage to be repaired inside of the building. Council discussed this briefly. Councilman Nancolas stated that he would like to see this considered as a separate issue since it was not necessarily an emergency. Councilwoman Earl further said she would like to see it discussed further during the budget process. During the discussion, the Mayor indicated that he was more concerned with what might happen during the time the roof was being replaced. Councilwoman Earl suggested that the motion state that the amount be rounded out to $50,000. Councilman Nancolas stated that with the permission of the second, he would amend his motion to accept Option 1 as far as the bid and not to exceed $50,000 in the event there was an unforeseen set of circumstances involving the plywood deck. The second agreed to the amended motion. Page 129 Book 37 Page 130 Roll call vote. Those voting yes: Nancolas, Langan, Wells, Houchins, Evans, and Earl. Those voting no: none. Absent and not voting: none. MOTION CARRIED (DECISION WITH REGARD TO THE ALLOCATION OF FUNDS FROM THE CONTINGENCY FUND TO PAY FOR THE REPAIRS) MOVED by Nancolas, SECONDED by Houchins that because an emergency does exist that the Council approve taking the money for the repair of the roof from the Contingency Fund in the amount of $50,000. Roll call vote. Those voting yes: Nancolas, Langan, Wells, Houchins, Evans, and Earl. Those voting no: none. Absent and not voting: none. MOTION CARRIED (ADJOURNMENT) MOVED by Earl, SECONDED by Earl that since there was no further business, the meeting be adjourned at 12:35 p.m. Roll call vote. Those voting yes: Earl, Nancolas, Langan, Wells, Houchins, and Evans. Those voting no: none. Absent and not voting: none. MOTION CARRIED APPROVED AS written THIS 17th DAY OF June , 1996 Mayor Co nncilpe � %v Councilperson ATTEST: City Clerk