MINUTES OF THE BOARD OF TRUSTEES MEETING held July 18, 2009 at the Horton Community Center, Grapeview. The meeting was opened at 1:00 PM by President Morina Dustan and attended by Daryl Axelson, Linda Pryor, and Roxanne (Rocky) Brown; and guest members Gary and Jackie Longmire, Jack McLauchlan, Lowell Mahugh, and Chuck and Kay Wetzel.
MINUTES of the Board of Trustees Special Meeting held May 9, 2009 were approved as written on motion by Morina Dustan, seconded by Rocky Brown and carried.
MINUTES of the Board of Trustees Meeting held June 6, 2009, will be approved via email when corrections are completed.
OLD BUSINESS
Exeltech Consulting has confirmed they will be able to attend the August 1st Annual Meeting to provide a presentation regarding the condition of the bridge.
NEW BUSINESS
Commissioner Iris Hare’s resignation from the Board effective July 11, 2009, was acknowledged for the record. MOTION to assign Daryl Axelson the position of Roads/Water Commissioner and Rocky Brown the position of Beach/Dock Commissioner, was made by Linda Pryor, seconded by Rocky Brown and carried.
A drafted Agenda for the Annual Meeting was reviewed and revised. In addition to the Open Floor for members at the end of the meeting, two more sessions will be included to address members’ comments and questions (after Commissioners’ reports and immediately following New Business). MOTION to approve the agenda as revised was made by Morina Dustan, seconded by Linda Pryor and carried.
Drafted ballots were reviewed; formatting and language were revised. Changes will be incorporated as discussed and the final draft will be sent out for approval via email.
Noted for the record, the Trustees participated in a conference call July 8th to discuss correspondence received from Exeltech Consulting Engineer, Karl Kirker. He requested that an advertisement for construction bids prepared and submitted by the Bridge Committee to three contractors July 6th be withdrawn, specifically the design plans prepared by Exeltech Consulting (noting these plans were intended to be utilized as part of a complete package with supporting documents). Because these plans were submitted without Trustee knowledge, review or approval, the Trustees agreed to comply with the request to withdraw the Committee’s advertisement for bids.
The Trustees reviewed and edited a Bid Submittal Package prepared by Exeltech Consulting, Inc. in collaboration with Morina Dustan for the bridge repair project. The Package included the Request for Bids, Special Provisions, Engineering Plans, Bid Proposal and Contract Documents. It was agreed that the solicitation for bids will be sent out electronically on July 20th to eight contractors who had expressed interest in the project, with bid submittals due by August 3rd.
The Trustees agreed that Addendum 1 of the Bridge Committee Charter needs to be revised to more clearly define the Committee’s authorities. MOTION to retract Addendum 1 of the Bridge Committee Charter was made by Daryl Axelson, seconded by Rocky Brown and carried.
The meeting was adjourned at 3:50 PM.
Linda Pryor
Secretary/Treasurer