PORT OF BANDON SPECIAL MEETING DRAFT MINUTES

October 3, 2011 –PORT OFFICE – 8:00AM

PRESENT: Robert S. Miller III, Donny Goddard, Reg Pullen, Wayne Butler

STAFF: Gina Dearth

President Miller called the meeting to order at 8:03am.

Commissioner Butler recused himself in regards to the potential of a conflict of interest in that Bob Butler Construction is his uncle.

Gina Dearth reviewed the bid process in regards to the Port of Bandon contracting rules. 3 informal competitive quotes or proposals are required, with the board awarding the contract to the lowest bidder. Crow/Clay prepared the bid requests and contract documents for the Port O Call roof replacement.

The following bids were submitted:

Bob Butler Construction $11,902.00

Crown Roofing 13,200.00

Red Sky Roofing 11,424.00

Commissioner Goddard expressed that he would like to see the bid awarded to a local contractor, which opened the discussion in regards to the port’s contracting rules/laws based on ORS 279A.065, rules to establish procedures for entering into public contracts. Gina will research other public contracting rules in regards to Commissioner Goddard’s concern and consult with the port attorney or Special Districts. President Miller agreed.

Low bid at $11,424.00 was submitted by Red Sky Roofing of Curry County, Brookings, Oregon. Crow/Clay & Associates are familiar with the contractor based on past experience and quality of their work.

Based on the low bid of $11,424.00, Commissioner Pullen made a motion to award the bid to Red Sky Roofing of Brookings, Oregon, seconded by Commissioner Goddard, all in favor. Crow/Clay & Associates will prepare the contract.

OTHER:

Gina expressed the need to stay focused on port related business only, for the next several months at least. She has been approached by two separate agencies in regards to projects not immediately benefitting the port’s business directly and acting as the “primary” for one. With a very busy summer winding down and a strategic port business plan about to begin, along with other important areas of port business that need to be updated, reviewed and researched, the port commission supports her in staying focused directly on the business of the port.

President Miller adjourned the meeting at 9:01am

Submitted by: Gina Dearth