Board Meeting 2020-10-01 Special

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Roll Call

Board Members

  • JaiPal Chauhan, President
  • Paula Pankratz, Vice-President
  • Patrick Hutchison, Secretary
  • Kate Goad, Treasurer
  • David Springs, Immediate Past President
  • Doug Wilson, At Large
  • Scott Sullivan, At Large
  • Terrence Laurendine, At Large
  • Tom Bloom, At Large


  • Jason S
  • Angel Mejia
  • Paul Maseberg
  • Mike Barushok
  • Joe Pajor

New Business

  • Review HVAC and electrical bids received
    • MEI helped put out bids for the HVAC and all the bidders that were interested came out and viewed the building. 2 out of 5 submitted bids.
      • HVAC
        • Rivercity Mechanical - Original Bid $50,745
        • Don Vaughn Inc. - Original Bid $49,500
        • Brad and Jai did a bid review with both this afternoon about the higher than expected prices. Our expectation was something more like $13,300 from the original survey for the west hall.
        • Factors that drove the price up:
          • Existing gas piping to the south hall is under-sized which was not considered in the original mechanical survey. This means that the main line has to be increased to 3” in size which is driving a lot of the increased cost. This would require welding work to do, which may have excluded some more residential contractors from bidding. We could have the plan re-done to do 2” pipe, but will push the timeline out. As well as 300’ of new piping.
          • Labor costs are much higher than was expected.
        • Asked them what can we do / remove / change to reduce the cost but still meet our CO needs. Heard back from Don Vaughn Inc., but haven’t heard back from Rivercity Mechanical by the time of the meeting.
      • Rivercity Mechanical asked why we weren’t just going for furnaces instead of the unit heaters, but agreed it would be more expensive to go that route after adding in the duct-work, registers, fresh air ducting, etc.
      • Both companies were asked to secure a bond as part of the bid process. Both thought it would be 2-3 weeks to install. Lead time of 2-4 weeks for the unit heaters to arrive. Both could start work quickly. Both could start work without money down since it’s a small project which would push the full bill due to mid November if it started now.
      • Revised bid from Don Vaughn - $35,700 ($35,000 without bond)
        • Delete gas piping work to south wing and tie into existing gas piping in mechanical room and exclude the electrical ($5,400) from the bid. Will move the electrical portion into the electrical bid. They would just do the gas work in the west wing and the unit heater install.
    • Electrical
      • Got the final bid set today to send out to bid. Will send out to bid by Monday.
  • We’ve only got about $30,000 in cash right now.
  • South wing has 3 gas fired furnaces. 3” main comes out of gas meter into boiler room and up into the chase. It reduces down to a 1” main once it enters the boiler room which is undersized. Should be 2-½” into the chase and step down as it runs down the chases to the various heaters. Lines that are greater than 2” in size are required to be welded by the city, which adds about $4,000 to the cost. We can value engineer to 2” line into the chases and use press-fit connections and reduce the welding cost.
  • Jai moves that we approve setting up a Kickstarter, or other crow-funding project, to try and get the funding for the HVAC and Electrical project and other costs. Paula seconded. 6 voted in favor, none against.
  • @DECISION: Voted to move forward with establishing a Kickstarter (or other) crowd-funding campaign to seek funding for HVAC and Electrical costs.
  • Sunday at 1PM - Brainstorming Session for crow-funding project.
  • Meeting minutes shall be embargoed until after the bidding process is finished and a contractor is hired so the details here don’t interfere with that process.

The board entered Executive Session

Decision Summary

    Task Summary