MINUTES OF THE BOARD OF TRUSTEES SPECIAL MEETING held August 24, 2009 at the Timberland Library in Belfair. The meeting was opened at 7:00 PM by President Gary Longmire, and attended by Mike Croke, Linda Pryor, Daryl Axelson, Roger Hansen, and Dan Poole (Rocky Brown absent); and guest members Margaret Clarey, Jan Croke, Larry & Jodi Grumme, Jackie Longmire, Lowell Mahugh, Jack McLauchlan, Alan Ross, Cheri Swettenam, and Wes Stock.
BRIDGE REPAIR UPDATE
Bridge Commissioner, Roger Hansen, reported that he, Gary Longmire, Daryl Axelson, and Exeltech Consulting met with Quigg Brothers on August 10th to review their bid for bridge repairs and discuss Value Engineering options that could potentially reduce the cost of the project. It was agreed that a fixed contract quoting a lump sum, as opposed to the unit priced WSDOT formatted contract, could generate a cost savings without transferring liabilities to the Club. Roger, Quigg Brothers, and Exeltech worked together to revise the contract accordingly and the final draft was distributed for review.
Value Engineering options identified to reduce costs were reviewed. Following discussion, the Trustees agreed to accept some changes in material: ACZA treated timber at .6 lbs per cubic foot retention was accepted in lieu of timber treated at 1.5 lbs per cubic foot retention; fabricated structural steel will be coated with inorganic zinc primer instead of galvanized. Exeltech Consulting concurred with these changes. The Trustees did not accept a proposed option to exclude the requirement of a Performance Bond or the option to use bolts of a lesser quality than hot dipped galvanized. Changes to the contract format and accepted material changes reduced the cost of the contract to $207,700.00 plus $17,447.00 sales tax for a total of $225,147.00.
MOTION to accept the Value Engineering changes as agreed upon was made by Mike Croke, seconded by Dan Poole and carried.
MOTION to accept the change from a unit priced contract to a lump sum fixed contract was made by Roger Hansen, seconded by Mike Croke and carried.
MOTION to accept the revised $207,700.00 lump sum contract, modified with approved Value Engineering options and a stipulation for a completion date of no later than November 8, 2009, was made by Dan Poole, seconded by Mike Croke and carried.
The Trustees reviewed a drafted Letter of Intent to Quigg Brothers informing them of the Value Engineering options the Board had accepted and to convey the Club’s intent to enter into a Lump Sum contract with them for the bridge repair project, authorizing Quigg Brothers to begin ordering materials while the final copy of the contract is being prepared.
MOTION to authorize Gary Longmire to issue the Letter of Intent to Quigg Brothers was made by Dan Poole, seconded by Roger Hansen and carried.
Roger Hansen reported that Mason County expedited the Building Permit and is prepared to issue it, provided they receive the Club’s written agreement to the following actions: The repairs have been designed as temporary with a 5 to 10 year life and the bridge will be replaced or more permanent repairs implemented in that time period; the material changes shall be approved by Mason County and Washington State Dept. of Fish & Wildlife; the bridge will be posted according to the recommendations of the Engineer when repairs are completed; the bridge will be inspected annually by a professional Engineer and repair recommendations will be made in a timely manner; and special inspections will be conducted after major events that could damage the structure. A drafted letter to Mason County agreeing to their conditions was approved by consensus of the Trustees.
APPROVE MINUTES
Roger Hansen remarked on the potential conflict of interest regarding his assignment to the Bridge Commissioner position as recorded in the August 5, 2009, meeting minutes.
He stated that he had only minimal contact with the owner of American Marine (a bidder on the bridge repair project) when they were neighbors several years ago. He believed there was a misunderstanding regarding the Request for Bids sent out by the Bridge Committee as it related to professional ethics, noting that although the name of his firm was used in the Request, it was not solicited by his firm. He noted that emails he had previously sent to Karl Kirker of Exeltech have had no impact on their working relationship.
MOTION to approve the Minutes of the Special Board of Trustees meeting held August 5, 2009, was made by Dan Poole, seconded by Daryl Axelson and carried.
SIGNATURE AUTHORIZATION
MOTION to include Daryl Axelson as an authorized signer on the accounts at Key Bank and Olympia Federal Savings was made by Dan Poole, seconded by Mike Croke and carried.
SPECIAL MEETING
The Trustees discussed scheduling a Special Membership Meeting to discuss the options available for renovating or replacing the bridge. A vote from the membership indentifying which option would be most favorable would provide direction with regard to researching funding options. A suggestion was made to propose voting for authorization to withdraw money from the Asset Replacement Fund to provide funding to move forward with the favored option (engineering and other professional services). An increase to the annual assessment for the Asset Replacement Fund was also suggested in order to maintain a balance in the Fund that will provide enough money for the services needed while at the same time providing enough money to keep up with continuing maintenance and repairs during the interim. A tentative time frame to prepare for the meeting was noted as sixty days or possibly by the end of October.
President Gary Longmire adjourned the meeting at 8:20 PM.
Linda Pryor
Secretary