MINUTES OF THE BOARD OF TRUSTEES SPECIAL MEETING held November 15, 2008 at the North Mason Timberland Library in Belfair. The meeting was opened at 9:00 AM by President Morina Dustan, and attended by Linda Pryor, Daryl Axelson, and Roxanne (Rocky) Brown; Iris Ziller and Jan Croke absent; and guest member Deb Axelson.
BYLAW REVIEW
The Bylaw Draft Review begun at the November 1st Board Meeting was continued through completion of the draft. Suggestions for revisions were discussed and incorporated in accordance with the consensus of the Trustees. Sections of some Articles were highlighted for further revisions to be drafted in concurrence with input and suggestions made during discussion. The Committee will work on these Sections and submit revised language to the Trustees prior to the December Board Meeting.
BRIDGE INSPECTION PROPOSALS
Morina Dustan reviewed specifics included in the Request for Proposal (RFP) that was provided to professional firms interested in inspecting the bridge to evaluate the current condition and the remaining longevity of its components and materials. She summarized the four proposals received and the selection process that eliminated all but Exeltech Engineers from consideration with a quote of $9,781.35. Because the Board was narrowing the choice to Exeltech, references were requested from two of Exeltech’s clients and responses were highly favorable. Member Roger Hansen facilitated receipt of a proposal from Berger/Abam Engineers quoted at $38,700.00.
Trustees compared and discussed the proposals from Exeltech and Berger/Abam. Both firms would perform an inspection of all bridge components; validate the safety of the bridge with the currently posted speed and weight limits; submit an inspection report to include recommendations for repairs and/or replacement of components; provide priority timelines for repairs and recommended methodology; and provide an assessment of the estimated life expectancy of the structure. Berger/Abam’s proposal included an additional service that provided for laboratory testing of core samples.
In favor of Exeltech Engineers’ proposal, the Trustees agreed the language of their contract needs to be strengthened in accordance with verbal affirmations made by the firm’s representative during a conference call and the RFP should be attached as an addendum to the contract. MOTION to accept Exeltech Engineers’ proposal for the bridge inspection and evaluation with the condition that the final contract is yet to be negotiated, made by Morina Dustan, seconded by Rocky Brown and carried.
BRIDGE COMMITTEE CHARTER
Trustees reviewed revisions made to the Bridge Committee Charter as per discussion at the September Board Meeting. MOTION to approve the revised Charter as written made by Morina Dustan, seconded by Daryl Axelson and carried.
The meeting was adjourned at 4:20 PM.
Linda Pryor
Secretary/Treasurer
The committee shall elect a chair person (Morina Dustan to facilitate as Chair until changed by committee) and establish a meeting schedule as required to meet the committee objectives in a timely manner.
A schedule shall be developed by the Committee for the accomplishment of the goals and objectives.
The committee shall consist of at least 5 but no more than 10 members and at least 1 must be a Board member.
The committee has the authority to bring in additional TICC members with specific skills, on an as needed basis, i.e. contractors, public contacts, engineers, lawyers, etc.
The committee is authorized to make contact with outside sources for research/data gathering purposes only. No commitment or official action is authorized by any committee member without prior written Board approval.
The committee is authorized to research potential payback schedules/methods.
The committee shall use the TICC Bridge replacement concepts presented to the membership during the annual member meeting of July 12, 2008 as a guide to define the parameters for funding. Upon Board discretion, additional concepts may be added for purposes of funding research.
The committee shall provide updates to the Board in writing at the regularly scheduled board meetings.
The TICC Board of Trustees has approved the following goals/objectives:
Research potential funding opportunities available to TICC for replacing the TICC bridge. These funding opportunities should include grants (partial or in whole), government (Federal, State, County) programs, loan sources and any other avenues which may be open to TICC.
Board recommends making the following contacts should be considered:
• State government officials, including the Governor. There are programs that are in place to help clean up the Puget Sound. Provide them with a well thought out explanation of where we are and what our situation is. Ask for assistance. A presentation package should be put together to provide to the officials.
• Raft Island and their Bridge Committee. Share information with them. Could save us a lot of research.
• State / County about the RID program. The County Commissioners are the administrators of the program for Mason County. They are a starting point.
• State agencies that are involved with the environment such as, Department of Ecology, Washington Department of Fish and Wildlife, Department of Natural Resources and find out if there are any grants coming up that may help us.
• Federal Agencies that may be a source for funding, such as the United States Department of Agriculture.