SUDDEN VALLEY COMMUNITY ASSOCIATION SPECIAL BOARD OF DIRECTORS MEETING THURSDAY, November 8 th, 2018 Dance Barn 7:00 P.M.

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1 I. CALL TO ORDER II. III. IV. ROLL CALL SUDDEN VALLEY COMMUNITY ASSOCIATION SPECIAL BOARD OF DIRECTORS MEETING THURSDAY, November 8 th, 2018 Dance Barn 7:00 P.M. ADOPTION OF AGENDA ANNOUNCEMENTS V. PROPERTY OWNER COMMENTS AND BOARD COMMENTS VI. XII. XIII. CONTINUING BUSINESS AND VOTING AS NECESSARY NEW BUSINESS AND VOTING AS NECESSARY a. Approval of 10/25/18 BOD Minutes pp.2-21 b. Provisional Approval of all 2018 Committee Members ADJOURNMENT SVCA Special BOD Meeting 11/8/18 Page 1

2 BOARD OF DIRECTORS BUSINESS MEETING MINUTES ASSOCIATION NAME: Sudden Valley Community Association DATE AND LOCATION: Thursday, October 25 th, 2018 in the Dance Barn CALLED TO ORDER AT: 7:01 PM AUDIENCE MEMBERS: 3 BOARD MEMBERS PRESENT: 1. Larry Brown 4. Leslie McRoberts 7. Mike D Angelo 10. Linda Bradley 2. Eric Trower 5. David Narsico 8. Sarah Holmstrom 3. Carol Houlton 6. Andrew Entrikin 9. Rich Bailey BOARD MEMBERS ABSENT: 1. Odell De Veaux and Rich Bailey with excused absences. STAFF MEMBERS: Mitch Waterman, General Manager; Jennifer Spidle, Accounting Manager; Brent Lindquist, Views Editor. I. ADOPTION OF AGENDA a. The GM stated there was a handout provided that would supersede page 33 (Treasurer s Motion) of the Agenda Packet. b. The agenda was adopted as amended, by replacement of a motion with an updated version thereof, by acclamation. II. ANNOUNCEMENTS a. The President read aloud a letter provided by Director De Veaux who could not be in attendance. b. Director Bradley announced ballots have been sent out and N&E had received 605 returned ballots to date. She asked residents to not put their ballots in the County ballot box but to place their ballots in the ballot box across from Administration. If members did not receive a ballot they may acquire one at the Admin Office. c. Director Trower thanked the Residents, Board Candidates, and Legislative Candidates who attended the Candidate Forum that had been held on Sunday. d. Director Trower stated that a draft policy for drone work would be coming to one of the next BOD meetings and he thanked Director De Veaux for his contributions in creating the Policy. e. The GM announced there would be a Spooky Halloween Hay ride and Trunk or Treat at the Community Center and Golf Course on Saturday, October 26 th, 2018 from 6p.m. to 8p.m. f. Director Narsico announced Prime Rib Night at El Agave on Saturday, October 26 th starting at 4 p.m. Reservations are appreciated. g. Director Trower announced there would be a YouTube Subscribe button located on our website so residents may follow the recorded meetings. III. PROPERTY OWNER COMMENTS AND BOARD COMMENTS a. A Member made several comments regarding SVCA and a dues increase. IV. APPROVAL OF CONSENT AGENDA a SGM Minutes SVCA Special BOD Meeting 11/8/18 Page 2

3 i. Director Houlton noted on page 2 under V. New Business in the next to last paragraph, the parenthetic should read (60) not (6) b BOD Minutes i. Director Houlton noted under line #37 (4.) Committee was misspelled. c BOD Minutes d BOD Minutes e BOD Minutes f BOD Minutes g BOD Minutes h BOD Minutes i. The consent agenda was adopted as corrected by acclamation. V. GENERAL MANAGER S REPORT: October 2018 a. The GM reviewed the GM report and fielded questions asked by the Board of Directors. VI. TREASURER S REPORT a. Minutes i. September 19, 2018; Posted Online, As Submitted. b. Capital Requests i. Roads Request 30 Fairway Ln Drainage Design 1. This was an emergent issue not on the 10-year plan that was presented by the homeowner. 2. The Configuration of the drainage system will have to be altered in the area and a new 12-inch underground culvert installed. 3. The GM noted the Finance Committee requested the drainage system in the neighborhood be verified that it is draining properly, however, this action was not included within the request and did not require additional funds. 3. AMENDED MOTION TO: That the Board of Directors authorize allocation of $36,465 from the Roads Capital fund for the 30 Fairway Lane Drainage Design Project and to verify that drainage culvert 159 is functioning. MOTION BY: Director Trower SECONDED BY: Director Houlton IN FAVOR: Directors D Angelo, Houlton, Trower, McRoberts, Entrikin, & Narsico AGAINST: Director Holmstrom ABSTAINED: None ii. Roads Request Close-Out Change Order Clubhouse Retaining Wall 1. This item had not been presented to the Finance Committee but had been a topic of discussion. 2. A large portion of the area worked on was bedrock, which was unknown. The scope did not change, however, the amount of work required was significantly more than had been anticipated. 3. The GM noted he had to ask the Construction Manager to manage the construction for SVCA as we could not handle the additional scope. Construction management services and contract administration increased SVCA Special BOD Meeting 11/8/18 Page 3

4 during the month of September. This had been communicated to the Finance Committee fully. 5. MOTION TO: Request a change order in the amount of $14, bringing the new total authorized amount to $153, to be funded out of the Roads account completing the Clubhouse Retaining Wall project. MOTION BY: Director Houlton SECONDED BY: Director Trower IN FAVOR: Unanimous AGAINST: None ABSTAINED: None iii. CRRRF Request Quiet Pool Pump Room 1. The GM requested the scope be amended per a prior conversation with the Treasurer. 2. The topic and motion were subsequently withdrawn and will be sent back to the Finance Committee. iv. CRRRF Request Maintenance Building Heater 1. Director Houlton noted this had not gone to the Finance Committee, however, it was an emergent issue as the heater had stopped working in the Maintenance building. 6. MOTION TO: Authorize an allocation not to exceed $7,509 from the CRRRF fund to install a new gas fired heater in the Maintenance Building. MOTION BY: Director Houlton SECONDED BY: Director D Angelo IN FAVOR: Unanimous AGAINST: None ABSTAINED: None v. CRRRF Loan Update Budget to Match Most Recent TPC (Total Project Cost) 1. An updated handout had been provided as a replacement for page 33 of the agenda packet. Director Houlton requested the Admin Specialist ensure the new motion was attached to the minutes. a. Jennifer noted the original Treasurer s motion had been presented to the Finance Committee. The items that had changed since the Committee review were highlighted on the provided handout. (See Attached) 7. MOTION TO: Approve the following updated budget for the CRRRF Loan Construction Projects as presented on the provided handout and corresponding pages in the agenda packet (handout is attached to these minutes). MOTION BY: Director Houlton SECONDED BY: Director D Angelo SVCA Special BOD Meeting 11/8/18 Page 4

5 IN FAVOR: Directors D Angelo, Houlton, Trower, McRoberts, Entrikin, Narsico AGAINST: Director Holmstrom ABSTAINED: None c. Existing CRRRF Loan Increase i. Jennifer stated the additional $500,000 loan increase was currently in the underwriting process. d. Audit RFP i. SVCA had sent letters to 3 different auditing firms to audit the next three years (2018,2019, & 2020). ii. Two of the three Auditing firms were HOA specific. Director Houlton noted that the first year, with any new Auditing firm, would require additional expense as they would review the previous Auditor s work. 1. All Auditors have responded and will be submitting bids. e. Golf i Golf Rates 1. Brian Kruhlak, the Director of Golf, submitted 2019 golf rates for Board approval. Overall, golf rates will increase by 15%. 8. MOTION TO: Approve the new Golf fees for the year MOTION BY: Director Trower SECONDED BY: Director D Angelo IN FAVOR: Unanimous AGAINST: None ABSTAINED: None ii. Capital life Extension Golf Carts Discussion 1. The final golf cart lease payment will be made in March. The GM stated that the carts are in good condition and could be used for another twoyears before requiring replacement. 2. Next month the GM will bring a Capital Life Extension Policy requesting between $15,000-$20,000 to extend the Golf carts life expectancy which would avoid a $70,000 expense for a new golf cart lease. iii. New Office Build-Out Golf Sales Discussion 1. The GM stated The Director of Golf and the Head Pro currently share an ~80sqft office space. 2. Several lockers have been removed and repurposed from the Men s Clubhouse Locker Room and placed at the Gym months ago. SVCA would like to use the open space in the Men s Locker Room to create a Sales and Marketing office for the Golf Department. This request will be brought to the Board next month a. President Brown requested an analysis of returned investment be provided with this project. f. Payroll provider Switch i. Without notice, ADP, will be changing their time keeping format requiring all users to be retrained. SVCA management decided this would be an opportunity to bid payroll service providers. SVCA Special BOD Meeting 11/8/18 Page 5

6 VII. 1. In addition to finding a new payroll provider, SVCA will be seeking a HRIS 1 to streamline onboarding and off-boarding. ii. The lowest bid offered more services and the HRIS system; the bid came from HKP. a. HKP is mainly an auditing firm, however, they have been doing payroll since b. They had not been solicited for the Auditing bid as that would have been a conflict of interest. iii. Contract negotiations are underway for the signing of a two-year contract. g. Main Pool Upgrades for Winterizing Discussion i. This discussion was part of the conversation regarding the Quiet Pool Pump Room (see above). h. Financials i. September We have positive net operating assets of $953,113. For the year operationally, we are doing worse than budgeted by $7,200, however, we are projected to end the year better than the spending plan. 2. Jennifer reviewed the Reserve Cash Balance sheet and noted the net usable cash balance at the end of the year, accounting for the Board recommended carry-over balance of 1.1 Mil, would amount to $527, ACTION ITEM: Jennifer would provide the salary percentage based on the total 2019 budget via to the entire Board. ii. September 2018 Capital Report 1. It was noted all of the CRRRF loan projects would remain open until all projects are complete. 2. Director Bradley stated the Pool Liners/Decks/ADA Compliance Construction approved cost on page 54 did not coincide with same amount on the previously approved Treasurer s motion. a. Jennifer would correct the amount. COMIITTEE REPORTS AND VOTING AS NECESSARY MOTION TO: Accept the committee minutes as presented. MOTION BY: Director McRoberts SECONDED BY: Director Trower IN FAVOR: Acclamation AGAINST: None ABSTAINED: None a. Architectural Control Committee i. Minutes 1. October 4, 2018 Minutes; Posted Online, As Submitted. 2. October 18, 2018 Minutes; Posted Online, As Submitted. b. Communications Committee i. Minutes 1. April 4, 2018 Minutes Posted Online, As Submitted. 2. May 2, 2018 Minutes Posted Online, As Submitted. 3. June 6, 2018 Minutes Posted Online, As Submitted. 1 Human Resources Information System SVCA Special BOD Meeting 11/8/18 Page 6

7 July 18, 2018 Minutes Posted Online, As Submitted. 5. August 1, 2018 Minutes Posted Online, As Submitted. 6. September 5, 2018 Minutes Posted Online, As Submitted. 7. October 3, 2018 Minutes Posted Online, As Submitted. c. Document Review Committee i. Minutes 1. May 2, 2018 Minutes Posted Online; As Submitted. 2. May 23, 2018 Minutes Posted Online; As Submitted. 3. June 6, 2018 Minutes Posted Online; As Submitted. 4. June 27, 2018 Minutes Posted Online; As Submitted. 5. August 2, 2018 Minutes Posted Online; As Submitted. 6. August 16, 2018 Minutes Posted Online, As Submitted. d. Emergency Preparedness Committee i. Minutes 1. October 8, 2018 Minutes; Posted Online, As Submitted. ii. Approval of (1) New Committee Member(s) e. Long-Range Planning Committee f. Nominations & Elections Committee i. Minutes 1. October 1, 2018 Minutes; Posted Online, As Submitted. g. Parks, Trails, and Recreation Committee i. Minutes 1. August 27, 2018 Minutes; Posted Online, As Submitted. VIII. CONTINUING BUSINESS AND VOTING AS NECESSARY a. Provisional Proposed SVCA BOD Dates for Remainder of MOTION TO: Approve the Board meeting dates through the end of 2018 pending ratification by the Board at the Orientation as presented on page 57 of the agenda packet. MOTION BY: Director McRoberts SECONDED BY: Director Trower IN FAVOR: Acclamation AGAINST: None ABSTAINED: None b. Provisional Approval of 2018 Finance Committee i. It was noted there would be a Finance meeting on November 7 th, MOTION TO: Approve the extension of 2018 Finance Committee Members until approval of new members at the November 15, 2018 BOD meeting pending ratification by the Board at the Orientation meeting. MOTION BY: Director McRoberts SECONDED BY: Director Trower IN FAVOR: Acclamation AGAINST: None ABSTAINED: None SVCA Special BOD Meeting 11/8/18 Page 7

8 IX. NEW BUSINESS AND VOTING AS NECESSARY a. Marina Moorage Agreement i. The GM noted the major changes to the moorage agreement included sections 11, 16,17, & 20. ii. This agreement would give SVCA the latitude of the same moorage authority as any other harbor in the area. 11. MOTION TO: Approve the policy as written on page 58. MOTION BY: Director McRoberts SECONDED BY: Director Trower IN FAVOR: Unanimous AGAINST: None ABSTAINED: None b. Speed Bump Request at Gate 13 i. Director Trower gave a brief overview as to how the traffic research began as well as speed strip results beginning in April. 1. Director Trower noted the area in Gate 13 near the bridge was an area that could use a traffic calming device. 12. MOTION TO: Investigate the services of a professional company that can interpret the data and make recommendations on how to address any identified traffic speed problems. MOTION BY: Director Trower SECONDED BY: Director D Angelo IN FAVOR: Unanimous AGAINST: None ABSTAINED: None 13. MOTION TO: Include a Pedestrian Access Plan in the traffic study. MOTION BY: Director Entrikin SECONDED BY: Director D Angelo IN FAVOR: Acclamation AGAINST: None ABSTAINED: None X. PROPERTY OWNER COMMENTS AND BOARD RESPONSE a. The GM requested Board binders be returned to Admin. b. Director McRoberts thanked all of the Board members who participated on the Board this year. XI. ADJOURNMENT a. The meeting adjourned at 10:02p.m. SVCA Special BOD Meeting 11/8/18 Page 8

9 BOARD OF DIRECTORS CONTINUED: DIRECTIVES MADE BY THE BOARD ITEMS FOR NEXT MEETING S AGENDA ITEMS FOR NEXT NEWSLETTER ACTION ITEM LIST Task Assignee Date Assigned Due Date Completion Date Comments Attach pg. 33 Handout to 10/25/18 BOD Minutes Ashley 10/25/18 N/A N/A Send to BOD include salary percentage based on 2019 budget Jennifer 10/25/18 N/A N/A Correct the Pool Liner/Decks/ADA line item in the Capital Report to match the amount in the Treasurer s motion. Jennifer 10/25/18 N/A N/A SVCA Special BOD Meeting 11/8/18 Page 9

10 Treasurer s Motion October 17, 2018 Updated Treasurer s Motion to the Board #1 10/17/2018 As requested by the SVCA General Manager, I move that the Board of Directors approve the following updated budget for the CRRRF Loan Construction Projects (Note: next two pages of this motion), the contingency for all projects will be rolled into one amount and applied as needed against the entire project: A CRRRF allocation increase of $500,000 bringing the total not to exceed $2,272,476 (the original loan budget approved 10/29/2017 was $1,772,476) this includes contingency, taxes, permitting, design/bid, and construction for the following projects: 1. Marina fire standpipes and east and west gangways 2. Marina softshore armoring 3. Installation of a sprung structure directly at Area Z and Barn 6 demolition may occur at the end of this project utilizing remaining contingencies (Change Order Approved by Board at 01/25/2018 BOD Meeting) 4. Construction to replace (2) pool liners and decks, and ADA compliance 5. Project Manager to manage the oversight and execution of projects 1 to 4. Each project to be tracked independently, however, the total updated budget is not to exceed $2,272,476 of which up to $1,625,000 funded from a CRRRF construction loan and the balance from existing CRRRF Reserves. The General Manager and Accounting Manager obtain a $500,000 increase to the existing $1,125,000 CRRRF construction loan with Mutual of Omaha Bank bringing the loan total to $1,625,000 for signature by the Board President and Board Treasurer. A. The updated draw terms to be obtained will be the best value terms to the Association with a 10 year term loan. The updated budget of $2,272,476 includes the three Change Order Funding Memos Approved by the Board of Directors on the following dates: A. 01/25/2018 $29,702 Move sprung structure directly to Area Z B. 08/01/2018 $20,000 Main Pool Fence Repair C. 08/24/2018 $6,600 Quiet Pool Skimmer Replacement SVCA Special BOD Meeting 11/8/18 Page 10

11 Treasurer s Motion October 17, 2018 Total Project Cost Summary 10/04/2018 Loan Approved (Over) / Under Project COMPANY Project Bid Amount CO's WSST Budget Budget Updated Budget Notes TIGER CONSTRUCTI Pool Repairs Origingal Bid $ 495, $ 42, $ 537, (Approved) CO#1 $ 1, $ $ 1, Underground Pipe Leak Detection (Approved) CO#2 $ $ $ Demolish 4 Light Poles and Bases (Approved) CO#3 $ 1, $ $ 2, Electrical Conduit Installation (Approved) CO#4 $ $ $ Ramp Trench Drain (Approved) CO#5 $ 12, $ 1, $ 13, Gutter Repair (Approved) CO#6 $ 4, $ $ 4, Handrail Modification ( Approved) CO#7 $ 18, $ 1, $ 19, Pool Fence Repair Replace Fencing (Approved) CO#8 $ 3, $ $ 3, Adult Pool Skimmer Replacement (Not received) CO#9 $ 4, $ $ 4, Additional Handrail (Not received) CO#10 $ 1, $ $ 1, Vacuum Port Repairs (Approved) CO#11 $ 3, $ $ 3, Panic Bar Addition to Emergency Exit Gate (Not received) CO#12 $ (9,248.15) $ (786.09) $ (10,034.24) Unit Price Credits SVCA Change $ 3, $ $ 4, Swim Lanes Wilson Design & CA Original Bid $ 19, (Approved) AM#1 Permit $ 7, Permit Pool Repairs Permit (Not Approved) AM#2 CA $ 9, Task 1 Gutter Repair $ 2, Task 2 Drain Line in Ramp $ 2, Task 3 Fence & Security Gate Additions/Changes $ 6, Task 4 Adult/Quiet Pool Skimmer $ 1, Task 5 County Health Permit Coordination $ 11, Task 6 Extended Construction Period; Added Inspections $ (4,500.58) Wilson Credit for Handrail Modification Sub total $ 56, $ 56, Sub Total $ 606, $ (39,363.67) $ 645, WESTERN REFINERYArea Z Storage Building Origingal Bid $ 139, $ 11, $ 151, Contracted Alternative) Barn 6 Demolition Contracted Alternative) CO#1 Asbestos and Lead Containment (Not Approved) CO#O2R $ 53, $ 4, $ 58, WRS Barn 6 Storage Replacement at Area Z (total) Big Top Shelter Install Origingal Bid $ 107, $ 9, $ 116, Area Z Big Top Maintenance Structure (Aproved) CO#3 $ 79, $ 6, $ 85, Additional Area Z per Fire Marshal (Aproved) CO#4 $ 3, $ $ 4, Waterline Pothole Exploration. (Not Approved) CO#5 $ 5, $ $ 5, Delivery to WRS includes pipe delivery to SVCA (Not received) CO#6 $ 25, $ 2, $ 27, Final Waterline Design Materials & Instalation Changes Developers Agreement (SVCA Pay) $ 6, $ $ 6, Developers Agreement Permiting (SVCA Direct Pay) LWWSD Permit (SVCA Pay) $ 5, $ $ 5, LWWSD Permiting (SVCA Direct Pay) Wilson Design & CA Original Bid (with AM#1) Design $ 28, Permit $ 16, CA $ 3, Relocate to Area Z Design $ 52, Permit $ 11, Permit Credit for work dele $ (12,000.00) CA $ 18, CA Credit for work deleted $ (3,461.00) (Not Approved) AM#2 Design $ 4, Relocate Structural Bluilding Location Permit (CUP) $ 4, Conditional Use Permit (Not Approved) AM#3 Design Task 1a Permit Condtions $ 6, Task 1b Design $ 15, CA Task 2a Construction Service $ 10, (Not Approved) AM#4 Design Task 1a Area Z Topo Survey $ 1, Task 1b Area Z Design & per $ 21, CA Task 2a Area Z $ 5, Engingeer/Admin support $ 186, $ 186, Sub Total $ 369, ($278,476.68) $ 647, CARMAN'S CONSTRMarina Dry Fire Standpipe Origingal Bid $ 144, $ 12, $ 156, CO#1 $ 2, $ $ 3, Gangway material cost increase (Not Received) CO#2 $ 4, $ $ 4, Estimated material cost increase for backfill (Not Received) CO#3 $ (3,600.00) $ (306.00) $ (3,906.00) Credit for unit costs (Not Received) CO#4 $ 1, $ $ 1, Stainless steel leak fix Wilson Design & CA Design $ 42, Permit $ 17, CA $ 15, AM#1 Design $ 5, CA $ 5, $ 87, $ 87, Sub Total $ 248, $ (10.30) $ 248, TIGER CONSTRUCTI Marina Soft Armoring Origingal Bid $ 281, $ 23, $ 305, (Not Approved) CO#1 $ 6, $ $ 6, Removal of T Dock Piling (Not Received) CO#2 Wilson Design & CA Design $ 53, Permit $ 26, CA $ 21, AM#1 Design Task 1a SEPA Permitting for $ 1, Task 1b Shoreline Permit for $ 4, SVCA Special BOD Meeting 11/8/18 Page 11

12 Treasurer s Motion October 17, 2018 Task 1c NEX Mitigatin Repor $ 2, CA Task 2a Construction Specia $ 5, Permit Task 1d Mitigation Review, C $ 1, $ 116, $ 116, Sub Total $ 467, $ 39, $ 428, PNW Services, Inc. Project Management Original Bid $ 75, $ 75, Legal Review Fees $ 1, $ 1, Legal Review Fees (SVCA Capitalized Expense) Loan Closing Fees $ 5, $ 5, Loan Closing Fees (SVCA Capitalized Expense) Sub Total $ 80, $ (2,203.00) $ 82, COMPANIES' TOTAL $ 1,772, $ (280,923.95) $ 2,053, Budget Original $ 1,772, COMPANIES' TOTAL $ (2,053,399.95) Over Budget $ (280,923.95) PNW Recommended Contingency (Area Z/Barn 6 & Marina Soft 10% $ (107,637.30) CONTINGENCY SVCA Management Contingency $ (111,438.75) CONTINGENCY Ending Budget Comparison $ 1,772, ($500,000.00) $ 2,272, Final Budget, $2,272,476 Tiger Soft Armoring Non Contracted Alternatives: (Not Submitted) Alt #1 $ 22, $ 1, $ 24, Planting East Bank (Not Submitted) Alt #2 $ 1, $ $ 2, Excavation & Grading (Not Submitted) Alt #3 $ $ $ Beach Nourishment Gravel West Bank (Not Submitted) Alt #4 $ 2, $ $ 2, Beach Nourishment Gravel West Peninsula (Not Submitted) Alt #5 $ 16, $ 1, $ 18, Planting West Bank (Not Submitted) Alt #7 $ 8, $ $ 9, Relocate & Restore Site Furnishings (Not Submitted) Alt #8 $ 3, $ $ 3, Install Goose Exclusion Sub Total $ 61, WRS Non Contracted Alternatives (Not Approved) COP#1 $ 9, $ $ 10, Asbestos & Lead Removal (Not Approved) COP#2 $ 92, $ 7, $ 99, Barn 6 Demolition Sub Total $ 110, Total Non Contracted Alternatives $ 171, If approved, increase Additional Funds Required SVCA Special BOD Meeting 11/8/18 Page 12

13 Treasurer s Motion October 29, 2017 Treasurer s Motion October 29, 2017 Treasurer s Motion to the Board #1 as Approved and Amended 10/29/2017 As requested by the SVCA General Manager, I move that the Board of Directors approve the following (Note: pages 4 6 of the Board Handout), the contingency for all projects will be rolled into one amount and applied as needed against the entire project: A CRRRF allocation not to exceed $1,772,476, this includes contingency, taxes, permitting, design/bid, and construction for the following projects: 1. Marina fire standpipes and east and west gangways 2. Marina softshore armoring 3. Demolition of Barn 6 and purchase and installation of a sprung structure 4. Construction to replace (2) pool liners and decks, and ADA compliance 5. Project Manager to manage the oversight and execution of projects 1 to 4. Each project to be tracked independently, however, the total budget is not to exceed $1,772,476 of which up to $1,125,000 funded from a CRRRF construction loan and the balance from existing CRRRF Reserves. The General Manager and Accounting Manager obtain the best value CRRRF construction loan funding for signature by the Board President and Board Treasurer for $1,125,000 plus closing fees at an interest rate not to exceed 5.5%, on a fixed rate loan, with a minimum one year construction period not to exceed 18 months and 10 year term loan, to be paid out of current CRRRF Assessments for the sole purpose of funding the projects listed above in this motion. Additionally, the following Treasurer s Motions will be rescinded and replaced by this motion: BOD Approved 09/07/2017 and as amended 09/14/2017: Treasurer s Motion to the Board #1 CRRRF Construction Loan As requested by the SVCA General Manager and reviewed and recommended by the Finance Committee, I move that the Board of Directors approve that the General Manager and Accounting Manager obtain the best value CRRRF construction loan funding for signature by the Board President and Board Treasurer for $1,125,000 plus closing fees at an interest rate not to exceed 5.5%, on a fixed rate loan, with a minimum one year construction period and 10 year term loan, to be paid out of current CRRRF Assessments for the sole purpose of funding motions #2 #7 passed on 09/07/2017. BOD Approved 09/07/2017: Treasurer s Motion to the Board #2 Marina Standpipe A&E and Construction As requested by the SVCA General Manager and reviewed and recommended by the Finance Committee, I move that the Board of Directors approve a CRRRF allocation not Page 1 of 2 SVCA Special BOD Meeting 11/8/18 Page 13

14 Treasurer s Motion October 29, 2017 to exceed $267,032, this includes a $29,172 contingency, taxes, permitting, design/bid, and construction, for the Marina standpipe A&E and construction. BOD Approved 09/07/2017: Treasurer s Motion to the Board #3 Marina Softshore Armoring A&E and Construction As requested by the SVCA General Manager and reviewed and recommended by the Finance Committee, I move that the Board of Directors approve a CRRRF allocation not to exceed $378,062, this includes a $64,111 contingency, taxes, permitting, design/bid, and construction, for the Marina softshore Armoring A&E and Construction. BOD Approved 09/07/2017: Treasurer s Motion to the Board #4 Gangways at Marina As requested by the SVCA General Manager and reviewed and recommended by the Finance Committee, I move that the Board of Directors approve a CRRRF allocation not to exceed $41,850, this includes a $4,307 contingency, taxes, permitting, design/bid, and construction, for the gangways at the Marina. BOD Approved 09/07/2017: Treasurer s Motion to the Board #5 Demo of Barn 6 and Purchase and Installation of a Sprung Structure As requested by the SVCA General Manager and reviewed and recommended by the Finance Committee, I move that the Board of Directors approve a CRRRF allocation not to exceed $504,821, this includes $53,250 contingency, taxes, permitting, design/bid, and construction, for the demolition of Barn 6 and purchase and installation of a sprung structure. BOD Approved 09/07/2017: Treasurer s Motion to the Board #6 Construction to Replace (2) Pool Liners and Decks, and ADA compliance As requested by the SVCA General Manager and reviewed and recommended by the Finance Committee, I move that the Board of Directors approve a CRRRF allocation not to exceed $493,059, this includes $39,390 contingency, taxes, permitting, and construction, for the construction to replace (2) pool liners and decks, and ADA compliance. BOD Approved 09/07/2017: Treasurer s Motion to the Board #7 Project Manager As requested by the SVCA General Manager and reviewed and recommended by the Finance Committee, I move that the Board of Directors approve a CRRRF allocation not to exceed $80,000 for a SVCA CRRRF Project Manager to manage the oversight and execution of the projects in Motions 2 thru 7. Page 2 of 2 SVCA Special BOD Meeting 11/8/18 Page 14

15 10/26/2017 BOD Approved Wilson Engineering Cost Estimate 09/07/ /07 Contractor Bids 10/25/2017 Wilson Estimate v. Contractor Bids Costs in 2017 dollars 3%/year Construction Cost Escalation (Where applicable) Total Project Costs Treasurer Motion #... 3%/year Costs in 2017 Construction dollars Cost Escalation (Where applicable) Marina Fire Standpipes Est. Construction Year: 2018 Marina Fire Standpipes Construction Year: 2018 Marina Fire Standpipes $ 145,860 Marina Fire Standpipes $ 106,139 Construction Contingency 20% $ 29,172 Construction Contingency 10% $ 10,614 Total w/contingency $ 175,032 $180,283 $ 180,283 Total w/contingency $ 116,753 $ 116,753 Sales tax 8.50% $ 14,878 $15,324 $ 15,324 Sales tax 8.50% $ 9,924 $ 9,924 Permits/Fees $ 17,980 $ 17,980 Permits/Fees $ 17,980 $ 17,980 Design/Bid $ 37,850 $ 37,850 Design/Bid $ 37,850 $ 37,850 Construction Management $ 15,140 $15,595 $ 15,595 Construction Management $ 15,140 $15,595 $ 15,595 Total Estimated Costs $ 267,032 #2 Total Estimated Costs $ 197,647 $ 198,102 $ (68,930) UNDER Total Project Costs East and West Gangways at Marina Est. Construction Year: 2018 Gangways at Marina Construction Year: 2018 Gangways East & West $ 28,710 Gangways East & West $ 38,479 Construction Contingency 15% $ 4,307 Construction Contingency 10% $ 3,848 Total w/contingency $ 33,017 $34,007 $ 34,007 Total w/contingency $ 42,327 $ 42,327 Sales tax 8.50% $ 2,806 $2,891 $ 2,891 Sales tax 8.50% $ 3,598 $ 3,598 Permits/Fees (under contract) $ $ Permits/Fees (under contract) $ $ Design/Bid (under contract) $ 4,952 $ 4,952 Design/Bid (under contract) $ 4,952 $ 4,952 Construction Management $ $0 $ Construction Management $ $0 $ Total Estimated Costs $ 40,775 $ 41,850 #4 $ 50,877 $ 50,877 $ 9,027 OVER COMBINED: Marina Fire Standpipes + East & West Gangways 2018 Marina Fire Standpipes + East & West Gangways Construction Year: 2018 Standpipes + East & West Gangways $ 174,570 Standpipes + East & West Gangways $ 144,618 CARMAN BID Construction Contingency $ 33,479 Construction Contingency 10% $ 14,462 Total w/contingency $ 208,049 $214,290 $ 214,290 Total w/contingency $ 159,080 $ 159,080 Sales tax 8.50% $ 17,684 $18,215 $ 18,215 Sales tax 8.50% $ 13,522 $ 13,522 Permits/Fees $ 17,980 $ 17,980 Permits/Fees $ 17,980 $ 17,980 Design/Bid $ 42,802 $ 42,802 Design/Bid $ 42,802 $ 42,802 Construction Management $ 15,140 $15,595 $ 15,595 Construction Management $ 15,140 $15,595 $ 15,595 Total Estimated Costs $ 301,655 $ 308,882 Total Estimated Costs $ 248,524 $ 248,979 $ (59,903) UNDER SVCA Special BOD Meeting 11/8/18 Page 15

16 10/26/2017 BOD Approved Wilson Engineering Cost Estimate 09/07/ /07 Contractor Bids 10/25/2017 Wilson Estimate v. Contractor Bids Costs in 2017 dollars 3%/year Construction Cost Escalation (Where applicable) Total Project Costs Treasurer Motion #... 3%/year Costs in 2017 Construction dollars Cost Escalation (Where applicable) Total Project Costs Marina Soft Armoring Est. Construction Year: 2018 Marina Soft Armoring Construction Year: 2018 Improvement Costs Improvement Costs Bulkhead & Peninsula Soft Shore Armoring $ 171,173 Base Bid: Sheet Pile/Soft Armoring outside of Marina $ 281,142 TIGER BID Tire Removal* $ 12,000 Alternates* Alt 1: Planting assoc. w/base Bid (Priority 3) $ 22,615 Alt 2: Stabilize inside of Spit (Priority 1) $ 23,933 Alt 3: Relocate/Restore Furnishings (Priority 4) $ 8,700 Alt 4: Goose Exclusion for Alt 2 (Priority 2) $ 3,275 Tax at 8.5% on Alternates $ 4,974 Total Alternates Plus Tax $ 63,497 Construction Contingency 35% $ 64,111 Construction Contingency 20% $ 56,228 Total w/contingency $ 247,284 $254,702 $ 254,702 Total w/contingency $ 337,370 $ 337,370 Sales tax 8.50% $ 21,019 $21,650 $ 21,650 Sales tax 8.50% $ 28,676 $ 28,676 Permits/Fees $ 26,670 $ 26,670 Permits/Fees $ 26,670 $ 26,670 Design/Bid $ 53,420 $ 53,420 Design/Bid $ 53,420 $ 53,420 Construction Management $ 20,990 $21,620 $ 21,620 Construction Management $ 20,990 $21,620 $ 21,620 Total Estimated Costs $ 369,383 $ 378,062 #3 Total Estimated Costs $ 467,127 $ 467,757 $ 89,695 OVER *NOTE: Tire Removal is in Alternates. Total Tire Removal Estimated to be $25k plus tax per Wilson 10/25/2017 Barn 6 Demo / Sprung Structure Installation Est. Construction Year: 2018 Barn 6 Demo / Sprung Structure Installation Construction Year: 2018 Improvements Costs Improvements Costs Demolition of Barn 6 & Electrical for Sprung Struct $ 150,000 Demolition of Barn 6 & Electrical for Sprung Structure $ 139,895 WRS Bid Purchase and Installation of Sprung Structure $ 175,000 Purchase and Installation of Sprung Structure $ 125,164 Stormwater Treatment for Sprung Structure $ 30,000 Stormwater Treatment for Sprung Structure NOT REQUIRED $ Storage container & SVCA staff time $ 4,000 Construction Contingency 15% $ 53,250 Construction Contingency 10% $ 26,506 Total w/contingency $ 408,250 $420,498 $ 420,498 Total w/contingency $ 295,565 $ 295,565 Sales tax 8.50% $ 34,701 $35,742 $ 35,742 Sales tax 8.50% $ 25,123 $ 25,123 Permits/Fees $ 16,810 $ 16,810 Permits/Fees $ 16,810 $ 16,810 Design/Bid $ 28,310 $ 28,310 Design/Bid $ 28,310 $ 28,310 Construction Management $ 3,360 $3,461 $ 3,461 Construction Management $ 3,360 $3,461 $ 3,461 Total Estimated Costs $ 491,431 $ 504,821 #5 Total Estimated Costs $ 369,176 $ 369,269 $ (135,552) UNDER SVCA Special BOD Meeting 11/8/18 Page 16

17 10/26/2017 BOD Approved Wilson Engineering Cost Estimate 09/07/ /07 Contractor Bids 10/25/2017 Wilson Estimate v. Contractor Bids Costs in 2017 dollars 3%/year Construction Cost Escalation (Where applicable) Total Project Costs Treasurer Motion #... 3%/year Costs in 2017 Construction dollars Cost Escalation (Where applicable) Total Project Costs Pool Repairs and ADA Upgrades Est. Construction Year: 2018 Pool Repairs and ADA Upgrades Construction Year: 2018 Main Pool & Adult Pool incl. water refill $ 393,898 Main Pool & Adult Pool incl. water refill $ 495,740 TIGER Bid SVCA staff empty pools (staff & tools) $ 5,000 SVCA Construction Contingency 10% $ 39,390 Construction Contingency 10% $ 50,074 Total w/contingency $ 433,288 $446,286 $ 446,286 Total w/contingency $ 550,814 $550,814 $ 550,814 Sales tax 8.50% $ 36,829 $37,934 $ 37,934 Sales tax 8.50% $ 46,819 $46,819 $ 46,819 Permits/Fees (under contract) $ Permits/Fees (under contract) $ Design/Bid (under contract) $ Design/Bid (under contract) $ Construction Management $ 8,580 $8,838 $ 8,838 Construction Management 2.0% $ 8,580 $8,838 $ 8,838 Total Estimated Costs $ 478,697 $ 493,059 #6 Total Estimated Costs $ 606,471 $ 113,412 OVER Project Manager Project Manager, SVCA Internal Estimate $ 80,000 $ 80,000 Project Manager, SVCA Internal Estimate $ 80,000 $ 80,000 $ 80,000 #7 $ 80,000 $ 80,000 $ N/C Grand Total $ 1,764,823 $ 1,772,476 $ 7,653 OVER Wilson Cost Estimate v. Contractor Bid 0.434% SVCA Special BOD Meeting 11/8/18 Page 17

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