CALL TO ORDER – A special meeting of the Board of Trustees of Crook County School District #1 was held in Sundance, WY, on Monday, May 31, 2016, at the hour of 6 p.m. at central office.
ROLL CALL – The meeting opened with the following present – Chairman Brian Marchant; Trustees Don Clonch (by phone), Rick Gill (by phone), Thayne Gray (by phone), Keith Haiar, Dena Mills, Josie Pearson (arrived later) and Ken Rathbun. Trustee absent – Marlene Edwards.
ADOPTION OF AGENDA – Motion was made by Trustee Haiar and seconded by Trustee Mills to switch agenda items 3 and 4 and then to adopt the agenda. Motion carried.
BIDS – As recommended by the superintendent, motion was made by Trustee Gill and seconded by Trustee Haiar to approve Powder River Construction as the apparent low bidder for the Sundance athletic complex (football field and eight-lane track) in the amount of $2,337,427 – base bid – contingent upon final approval by the School Facilities Department.
ARRIVAL – Trustee Pearson arrived at 6:19 p.m.
Discussion was held; questions were asked; and input was taken from Superintendent Broderson, Pamela Garman, Tom Necklason, James O’Connor, individual board members and the building contractors in attendance.
A roll call vote was taken: Trustee Gray – yes, Trustee Rathbun – no, Trustee Clonch – yes, Trustee Haiar – yes, Trustee Gill – yes, Trustee Pearson – yes, Trustee Mills – yes, Chairman Marchant – yes. Motion carried. A copy of the bid tabulation sheet is attached and becomes a part of the minutes.
As recommended by the superintendent, motion was made by Trustee Pearson and seconded by Trustee Haiar to approve Alternates 1 and 2 ($10,000 for concrete bleacher pads and downsize water main to 6”, a deduct of $9,344 to be paid by the City of Sundance) but not to approve Alternate 3 (credit for extended completion time to July 1, 2017). Additional discussion was held. Motion carried.
Motion was made by Trustee Rathbun to accept Alternate 3 and save $20,000 by extending the completion date but also stipulate that the asphalt track surfacing, rubberized surface, and lines be completed by November 1. Motion died for lack of a second.
Discussion continued about funding sources. Tom Necklason recommends that major maintenance funds be used to redo a retaining wall at MHS, which would add nine additional parking spaces, as well as improve safety. Bids were received for an outdoor track at Hulett; however, bids have not been received for redoing the Moorcroft outdoor track.
As recommended by the superintendent, motion was made by Trustee Haiar and seconded by Trustee Mills to reject all bids for the Hulett track. Motion carried.
ADJOURNMENT – Motion was made by Trustee Pearson and seconded by Trustee Rathbun to adjourn the meeting at 7:32 p.m. Motion carried.