Ponderosa Community Club
SPECIAL BOARD MEETING MINUTES
May 17, 2012 7:30 p.m. via Conference Call
Board Members Attending:
- Jeanne Whitlow – President
- Vern Little – Vice President
- Daryn Wilbur – Operations Director
- Stan Morgan – Treasurer
- Mick Mitchell – Secretary - Absent
- Mary Cox – Association Manager
General Members Attending - 2
The meeting was called to order at 7:34pm. Minutes were taken by Mary Cox.
Archaeological Firms for Monitoring Construction along Saddle Road
There was a question on if we were required to hire MWBE and DBE companies for the water project. The State of WA requires PCC to demonstrate a “good faith effort” to include MWBE and DBE firms, which we have done. We are not required to award contracts to MWBE or DBE companies.
Three companies were interviewed by members of the PCC Board and the Association Manager. Two companies, Aqua Terra Cultural Resource Consultants and Plateau Archaeological Investigations, emerged as the top candidates. Aqua Terra is a WMBE and DBE company.
The Board discussed the qualifications of both companies. Both appear to be well qualified. Aqua Terra was slightly better in the interview, but was more expensive by $2000. As both appear qualified, the Board chose the less expensive company.
Motion: Award the archaeological monitoring contract to Plateau Archaeological Investigations on a time & materials basis, with a not exceed price of $11,259, which excludes the discovery of any archaeological significant findings during the project. Vern motion, Stan second, approved 4-0.
Ballot to the Membership for Water Project Funding
The ballots should be mailed to members a minimum of14 days before the ballot due date of June 9. The goal is to mail the ballots by May 21, which is 19 days prior to June 9.
The ballot was approved by the Board on May 15. The final wording of the ballot was reviewed.
Meeting adjourned at 7:55pm.