The following are the unapproved minutes from the Hines Common Council special meeting held May 28. These minutes have been edited for clarity and length:

Brandon Mahon of Anderson Perry asked whether the council had a chance to read the letter from Anderson Perry regarding the award of the construction contract. Each member had a copy of the letter. He then asked whether there were any questions.

Councilor Duane Hutchins asked about the total bid price and the additive alternatives A, B, and C. Mahon explained that bidders were asked to submit their bids on work that must be done (the base bid) and then bid on additional items (such as new meters) that are not “must haves,” but could be added to the project if they are within budget. Mahon said the city budget is $5,373,000, with $471,000 in contingency funding. He suggested that the council award the contract on the total base bid price.

Mahon explained that the next step in the process is to issue the Notice of Intent to Award Contract to Warrington Construction Corporation Oregon. There will be a protest period of seven calendar days. If there are no protests, the mayor will sign the Notice of Award on the eighth day.

Hutchins made a motion to approve the Notice of Intent to Warrington Construction Corporation Oregon for the base amount of $4,895,100.00. Barring any protests during the seven-day period, the city will award the contract to Warrington Construction Corporation Oregon on the eighth day. The motion carried.

•••

City Administrator Kirby Letham explained that, normally, the audit is submitted to the state no later than Dec. 31. The auditor received an extension from the state, and Letham has been in contact with the state to make sure the city remains in compliance with state law.

Letham explained that, during an audit, it is common for the auditor to point out any weaknesses that a city may have. The auditor pointed out two weaknesses within the city having to do with small staffing numbers. The state advised that most small towns in Oregon do not meet the criteria. The state requires a letter from the city council advising that they are aware of these weaknesses and would adopt a plan of action to alleviate and remedy this situation. The letter states that the city will contact the auditing company and ask them to train and consult to alleviate any issues.

Hutchins motioned to approve the city of Hines Audit Plan of Action to the state, and the motion carried.

•••

At 4:37 p.m., the council adjourned the regular session to go into executive session.

At 5:44 p.m., the council reconvened the regular session.

During the executive session, the council discussed salary increases for staff for the upcoming fiscal year. During the regular session, Councilor Marsallai Quick motioned to accept the salary adjustments discussed during the executive session, and the motion carried.