Tuesday, March 26, 2013

Minutes from 3/11 Special Meeting (approved 3/25/13)

March 11, 2013

President Jacobs opened the meeting at 6:02 PM and the Secretary led the group in the flag salute.  Directors Jacobs, King, Schendel, Stapp, and Wilkey were all present. None of the expected guests had arrived yet.

The Board of Directors reviewed the proposed contract provided by Unique Landscaping. There were two questions asked:  1). Are the two Smoke Trees not listed to be included in the 16 trees that are listed in the contract? (to be sure to get those included) and 2). Is the placement of the large donated rocks we will be adding already included in the cost of the labor?

Mr. Tim Hilarides of Town and Country Tree Service arrived at 6:26 PM so the Board opted to skip to the Landscaping project portion of the Agenda.  The Board asked him if the Elm trees at H street park are healthy enough to continue to keep and maintain.  Mr. Hilarides indicated that they are healthy and are not in great need of trimming.  He suggested that he could remove the surface roots with stump grinding to eliminate the tripping hazards, but admitted that there is always some risk involved.  They would be extra careful to do their best to preserve the trees, but warned that whenever stump grinding of roots is done, there is always a risk that a tree could die as a result.  The Board asked Mr. Hilarides to come up with another Bid that includes the cost to stump grind the surface roots of just three of the trees (the two Elms and one Cottonwood that are the worst tripping hazards).  This would eliminate the risk of losing all eight of the Trees at one time and help determine if stump grinding the roots of the remaining trees in six months is still desired.  Mr. Hilarides agreed that he would provide another estimate for us to consider at our next regular Board Meeting on Monday, March 25th.

Mr. John Heald of Unique Landscaping arrived at 6:32 PM.  The Board asked him the two questions already discussed concerning the contract he had provided.  Mr. Heald responded that yes, the two Smoke Trees would be included as two of the 16 listed and that there would be no additional labor costs to help put the large decorative rocks in place.  Mr. Hilarides left the meeting at 6:38 PM.

President Jacobs asked for a motion to sign the contract with Unique Landscaping for work to be done at Venner park totaling $9,700.  Director Schendel motioned that the Board agree to accept and sign the contract.  Director King seconded the motion.  Motion carried unanimously. President Jacobs signed the contract.  Mr. Heald thanked the Board and left the meeting at 6:44 PM.

The next Regular Meeting is scheduled for Monday, March 25, 2013 at 6:00 PM.  The meeting adjourned at 6:45 PM.

Respectfully Submitted,
Jen Rubio - Secretary

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