MINUTES OF THE SPECIAL BOARD OF TRUSTEES MEETING held March 5, 2011, at the Horton Community Center, Grapeview. The meeting was opened at 9:00 AM by Vice President Larry Grumme, and attended by Linda Pryor, Roger Hansen, and Gary Longmire; President Mike Croke and Rick Harder were absent; and guest members Daryl and Debbie Axelson, Morina Dustan, Judy Ivanovich, Jackie Longmire, Jack McLauchlan, and Rod Wilkinson.
BRIDGE COMMITTEE REPORT
Roger Hansen reported bids for the bridge replacement project were received from three contractors: Manson Construction, American Construction, and Quigg Brothers; the bids were $5,712,681, $4,995,072, and $4,767,432 (respectively). He provided a tabulation sheet with a breakdown of each bid. The two lowest bidders were invited to submit Value Engineering options to reduce the cost of the project and he described the options that were received. Following the engineer’s evaluation and review by the Bridge Committee members, the Committee recommended proceeding with American Construction. Their revised bid is currently $4.2 million, although this could fluctuate during contract negotiations.
CONTRACTOR SELECTION
MOTION to accept the Bridge Committee’s recommendation to accept American Construction as the contractor of choice for the bridge replacement project and to proceed with contract negotiations, was made by Gary Longmire, seconded by Roger Hansen and carried.
MOTION to approve of pushing the project’s start date out to take advantage of a proposed Value Engineering option, and to provide noise abatement during the summer months, minimizing the impact on the surrounding community, was made by Gary Longmire, seconded by Roger Hansen and carried.
RESOLUTION TO BORROW
MOTION to approve the Resolution Re: Borrowing Funds and Pledge of Assessments as drafted by Attorney, David Silver, was made by Roger Hansen, seconded by Gary Longmire and carried.
SIGNATURE AUTHORIZATION
MOTION to approve President Mike Croke and Secretary Linda Pryor as authorized signers to execute the loan documents with Mutual of Omaha dba Community Association Banc, was made by Gary Longmire, seconded by Roger Hansen and carried.
MOTION to approve that any two of the following Trustees be authorized signers on requests for funds releases from the line of credit as needed for construction draws: Mike Croke, Linda Pryor, Larry Grumme, and Roger Hansen, was made by Gary Longmire, seconded by Roger Hansen and carried.
CERTIFICATE OF DEPOSIT
MOTION to withdraw $50,000 from the Certificate of Deposit with Bank of America was made by Roger Hansen, seconded by Gary Longmire and carried.
FEBRUARY 5, 2011 MINUTES
Correspondence from the Club’s attorney was reviewed. The Trustees accepted his advisement to amend the minutes of the Special Member Meeting held February 5, 2011, to include only that information which is required to be recorded and eliminate other information, narrative, and details of discussion. The drafted minutes will be revised and submitted by email for the Trustee’s approval.
MARCH 12 SPECIAL MEMBER MEETING
MOTION to approve the language of a proposed amendment to the Club’s Articles of Incorporation as drafted by Attorney, David Silver, to include an Article regarding procedures for dissolution, and to submit the amendment for a vote of the membership (as approved by email January 24, 2011), was made by Roger Hansen, seconded by Gary Longmire and carried.
MOTION to approve of submitting the choice of options to stripe the bridge with two vehicle lanes or to stripe the bridge with one vehicle lane for traffic (with traffic control signals) for a vote of the membership, was made by Roger Hansen, seconded by Linda Pryor and carried.
SPECIAL ASSESSMENT
The Trustees discussed preparation of an outline of the proposed Special Assessment to hand out at the upcoming meeting. All anticipated costs were noted for inclusion, including construction interest and funds to establish a Reserve account for delinquencies.
ADJOURNMENT
MOTION to adjourn the meeting at 11:45 AM was made by Roger Hansen, seconded by Gary Longmire and carried.
Linda Pryor, Secretary