MINUTES OF THE BOARD OF TRUSTEES MEETING held December 5, 2009, at the Horton Community Center, Grapeview. The meeting was opened at 2 PM by Secretary/Treasurer Linda Pryor and attended by Roger Hansen, Dan Poole, and Larry Grumme; President Gary Longmire attended by conference telephone. Mike Croke and Daryl Axelson were absent.
Minutes of the Board of Trustees Meeting held October 3, 2009, were approved on motion by Roger Hansen, seconded by Gary Longmire and carried.
Minutes of the Board of Trustees Special Meeting held October 15, 2009, were approved on motion by Dan Poole, seconded by Roger Hansen and carried.
Minutes of the Board of Trustees Special Meeting held October 24, 2009 were approved on motion by Dan Poole, seconded by Roger Hansen and carried.
Minutes of the Board of Trustees Special Meeting held October 11, 2009, will be sent to the Trustees via email for approval.
FINANCIAL REPORT
Reviewed Cash Flow Report dated December 4, 2009. Bridge Commissioner Roger Hansen provided a Cost Summary for the bridge repair project which included the cost of $50,855.38 for an authorized change order to Quigg Brother’s contract and an estimate of $3,000.00 to $5,000.00 to Exeltech Consulting for additional inspection time related to the change order. The total cost for the bridge repair project was $345,565.98 (to be adjusted when Exeltech submits the invoice for inspection services estimated in the cost summary).
MOTION to accept the Financial Report was made by Roger Hansen, seconded by Larry Grumme and carried.
BRIDGE – Roger Hansen reported. The Commissioners reviewed and discussed quotes and qualifications received from engineering firms in response to the Club’s Request for Proposal for engineering services related to the bridge replacement project. Responses were received from Art Anderson Associates, Exeltech Consulting, and Sargent Engineers. Art Anderson Associates did not break down their proposal with quotes for the three Phases cited in the Request for Proposal, providing a lump sum quote of $748,914.00. Exeltech Consulting quoted $180,200.00 for Phase I, and estimated $160,000.00 and $170,000.00 for Phases II and III respectively (totaling $510,200.00). Sargent Engineers submitted a lump sum quote of $265,000.00, noting this was a budget subject to change; their proposal was incomplete as it did not include all of the engineering services specified in the Request. It was noted that the Club intends to retain the same engineering firm throughout all phases of the project however, the initial contractual obligation will be limited to Phase I engineering services. MOTION to select Exeltech Consulting as the successful bidder with authorization granted to Roger Hansen to open negotiations for the Phase I contract, made by Dan Poole, second by Larry Grumme and carried. Roger will work with Exeltech representatives to negotiate the terms and conditions and draft a contract for the Trustee’s review and approval. When the draft is ready for review, a Special Board Meeting will be scheduled (tentatively planned for January).
Roger reported the new load limit sign has been posted at the bridge entrance. The Trustees agreed that local concrete suppliers should be sent notification via registered mail of the decreased allowance from 6-yard loads to a maximum load of 3-yards. Local landscape material suppliers and service providers will also be notified that the load limits have been reinstated.
WATER – Daryl Axelson absent. It was noted for the record that the water tank painting project has been completed and the water tank is back in service.
ROADS – Dan Poole no report. A member who removed crushed rock from the road shoulder bordering his property will be sent an inquiry with regard to what alterations may be planned for that area.
DOCK – Larry Grumme reported he had received a list maintenance tasks for the dock facility that had been prepared by the previous Commissioner, Rocky Brown. He will be meeting with her this coming week to receive the Dock Book and other documents related to the facility.
BEACH – Mike Croke absent.
ADJOURNMENT
MOTION to adjourn the meeting at 3:25 PM was made by Dan Poole, second by Larry Grumme, and carried.
Linda Pryor
Secretary