MINUTES OF THE BOARD OF TRUSTEES SPECIAL MEETING held August 5, 2009 at the Horton Community Center, Grapeview. The meeting was opened at 7:00 PM by Vice President Daryl Axelson, and attended by Linda Pryor, Mike Croke, and Roger Hansen; and guest members Gary and Jackie Longmire, Jack and Shirley McLauchlan, Larry and Jodi Grumme, Yvonne Wilson, Margaret Clarey, Stan Sanders, Debbie Axelson, Dan Poole, Rocky Brown, Morina Dustan, and Pam Berger.
APPOINTMENTS
MOTION to appoint volunteer members Gary Longmire, Dan Poole, and Rocky Brown to fill three vacant one year terms on the Board of Trustees was made by Linda Pryor, seconded by Roger Hansen and carried.
ELECTION OF OFFICERS
MOTION to elect Linda Pryor to fill the position of Secretary/Treasurer was made by Daryl Axelson, seconded by Roger Hansen and carried.
MOTION to elect Gary Longmire to fill the position of President was made by Linda Pryor, seconded by Mike Croke and carried.
MOTION to elect Mike Croke to fill the position of Vice President was made by Roger Hansen, seconded by Dan Poole and carried.
COMMISSIONER ASSIGNMENTS
By consensus of the Trustees, Daryl Axelson will retain his position as Water Commissioner; Rocky Brown was assigned the position of Dock Commissioner; Dan Poole was assigned the position of Road Commissioner; and Mike Croke was assigned the position of Beach Commissioner. Roger Hansen was assigned the position of Bridge Commissioner. Daryl Axelson and Rocky Brown objected to this assignment based on potential conflict of interests.
BRIDGE REPAIR BID REVIEW
The Trustees reviewed the two bid proposals received for bridge repairs: American Construction Company, Inc. bid $350,674.00 and Quigg Brothers, Inc. bid $229,320.20. Both bidders included a 10% contingency over and above these bids for unexpected expenses. Exeltech Consulting reviewed the two bid proposals received, checked them for completeness and ascertained that they met the criteria specified in the bid submittal package. The Engineers submitted a Master Bid Tabulation with a recommendation to award the contract to Quigg Brothers, Inc.
It was noted that Exeltech’s Engineers estimated the project at $140,716.75, also allowing for a 10% contingency over this estimate. Roger Hansen suggested the difference between the estimate and the bids received may be attributed to the Washington State Department of Transportation’s (WSDOT) format used for the bid package. Contractors may have assumed that all facets of the project would have to adhere to WSDOT requirements and bid accordingly, as opposed to bidding it as a private project. MOTION to meet with Quigg Brothers to work on renegotiating the contract and bid was made by Mike Croke, seconded by Daryl Axelson and carried.
Exeltech Engineer, Karl Kirker, joined the meeting via conference call. When questioned, he stated that there was not a significant difference between a WSDOT contract format and that of a private project contract that would account for the difference in cost between the bids received and the Engineer’s estimate. He advised that there were WSDOT requirements that, if removed from the contract, would transfer risk to the Club. Karl concurred with the Trustees decision to meet with Quigg Brothers to review Value Engineering options and identify where the bid may be reduced. He agreed to attend the meeting with Quigg Brothers tentatively scheduled for Monday morning, August 10th.
Consensus of the Trustees was to vote by email for approval of the final award of the contract to Quigg Brothers following negotiations and revisions to the contract that may result.
President Gary Longmire adjourned the meeting at 8:40 PM.
Linda Pryor
Secretary/Treasurer