MINUTES OF THE SPECIAL BOARD MEETING held October 22, 2006, at 1611E Treasure Island Drive. The meeting was opened at 9AM by President Ken McCoy and attended by Lowell Mahugh, Linda Pryor, Morina Dustan, Kim Cimmery, and Iris Hare. Don Russell absent.
The agenda for this meeting to discuss bridge repairs and review an estimate received from Sargent Engineers for preparation of a Scope of Work document.
Morina noted she had received the Bridge book from Peg Stock and had reviewed the complete inspection reports from 2005 and 2006.
She summarized a telephone consultation with Chuck Mahan of Sargent Engineers, clarifying discrepancies between the recommendations in the inspection reports and those listed on the Repair Summary dated September 27, 2006.
Recommendations included some significant repairs that must be done by contractors and lesser repairs that would be reasonable for the members to do themselves. Mr. Mahan advised that removing moss and foliage from the understructure should be done by contract to insure the quality of work, protect liability, and comply with environmental requirements.
Removing vegetation that is accessible from the roadway and applying a temporary sealant to the joints between the concrete slabs were noted as projects that could be done by volunteer members. Growth on top of the ends of the pile caps and sealant around the metal flanges installed to protect the caps could also be done by work party. Mr. Mahan recommended using tar as a temporary and inexpensive sealant to seal the surface for this winter season. When major repairs are completed, all old grout material should be removed and a long-lasting sealant should be professionally applied.
Ken McCoy volunteered to obtain materials and recruit volunteers for a work party to seal the deck joints with tar. A second work party will be organized to remove vegetation from the exposed ends of the pile caps and reseal the metal flanges.
Discussed expectations for the final Scope of Work (SOW) document. Agreed the SOW should be detailed enough that it can be given to potential contracting companies for bidding, with specifications for materials and repair methods. Will also request the SOW be structured so contractors can itemize costs for repair options (such as replacing all eleven piles as opposed to replacing four and splicing or encasing seven). Motion to accept the estimate of $4,478 from Sargent Engineers to prepare the Scope of Work made by Linda Pryor, seconded by Kim Cimmery and carried.
Mr. Mahan recommended the Club procure the permits for this project. If the permit process is not started until after bids have been received and a contractor has been selected, it would involve a significant time delay before work could be started.
Briefly discussed obtaining references for contractors.
Meeting adjourned at 11AM.
Linda Pryor
Secretary/Treasurer