FEBRUARY 11, 2004
MEMBERS PRESENT: PHILLIP H. BAXTER, PRESIDENT;
CARL JAY CONNER, VICE-PRESIDENT;
DON WILLIAMS, SECRETARY;
DON ASHLEY, ATTORNEY FOR BOARD;
KARAN BARNHILL, SURVEYOR
ROD MADDEN, DEPUTY SURVEYOR
ALSO PRESENT: GREG
President Baxter brought the Drainage Board Meeting for February 11, 2004 to order.
APPROVAL OF MINUTES:
President Baxter stated the first order of business would be the approval of minutes from January 28, 2004. He asked if there were any questions or comments?
Commissioner Williams made a motion to approve the minutes of January 28, 2004, 2nd by Commissioner Conner. Motion carried 3-0.
QUOTE OPENINGS-WILLOW POND DITCH & GARDNER-WEBB DITCH:
Karan Barnhill, Surveyor explained that on the agenda it only states Willow Pond Ditch, but there are actually 2 ditches with the other being Gardner-Webb Ditch. She also stated that Bigge Excavating has his two quotes in the same envelope. She passed them to Don Ashley, Attorney for the Board.
Mr. Ashley stated the first quote for brush grinding for Willow Pond Ditch 2,347 total footage at $2.75 per foot for a total of $6,454.25 and that is from Henry Bigge.
The second quote is from Jerry Aigner Construction, Inc. for Willow Pond ditch in the amount of $6,900.00.
Commissioner Conner asked Mr. Ashley if he also had quotes for Gardner-Webb Ditch.
Commissioner Williams stated he would recommend that they take them one at a time.
President Baxter asked if there was any discussion on Willow Pond Ditch?
Commissioner Williams stated he would recommend the Board select the lowest bidder, Henry Bigge at $6,454.25, Commissioner Conner asked if the quote was $6,494.00 or $6,454.00.
President Baxter answered it was for $6,454.25.
Commissioner Conner 2nd by motion. Motion carried 3-0 to accept the quote from Henry Bigge Excavating.
Don Ashley stated the quote from Henry Bigge Excavating to grind all brush from both sides of ditch, North and South of road with the total footage being 2,090 feet with cost per foot being $.85 and the total cost extended is $1,776.50.
Mr. Ashley stated the second quote on Gardner-Webb comes from Jerry Aigner Construction in the amount of $2,750.00.
President Baxter asked if there were any questions or discussion on Gardner-Webb Ditch quotes?
Commissioner Williams made a motion to accept the quote of Henry Bigge Excavating for the sum of $1,776.50, 2nd by Commissioner Conner. Motion carried 3-0.
Karan stated that she had previously given each Commissioner a copy of the quotes that had been sent out by her because of the transition, but Roger has verified the companies and together they went through the quotes and by comparing them they recommend the Minolta DI-2010 quote be accepted for $4,228.00 plus maintenance agreement at .0113 cents a copy. She added that the money was approved by the Council contingent upon the Drainage Board approval of the funds being spent for a new copy machine.
Commissioner Williams asked what the copy limit was on the maintenance agreement?
Karan answered that she did not think there was a limit on the Minolta, but added that some of them did have a limit. She explained that it listed the maintenance agreement plus the toner is included and the way Roger explained it to her is that the company calls each month and you tell them how many copies you have made and they bill you for the maintenance agreement based upon that and you receive your toner free.
Commissioner Conner asked how many copies her office would run a month?
Karan estimated that her office probably doesn’t run 1,000 copies a month and probably less than that. She added that is why she did not need anything fancy and went bare minimum on what is offered by the companies.
Commissioner Conner said that what Karan is saying is that she can run a 1,000 copies and the maintenance agreement is only going to be based on a 1,000 copies and she is not going to be charged a minimum.
Karan answered that is correct, she is estimating a 1,000 copies, but they will bill us per copy not a set amount up to a certain amount and then more.
Commissioner Conner asked they are telling you that there is not going to be a minimum monthly charge on the maintenance agreement that they will provide a maintenance agreement plus, he then asked what the life was of the maintenance agreement?
Karan answered that she did not know, that Roger has the quotes.
Commissioner Conner then asked if it was in the quotes, he also added that it was hard for him to believe that they are going to provide a maintenance agreement for x number of months or years including the toner and cover the cost of a drum as the drum is the most expensive piece of the copier.
Karan answered but if you are not running very many copies then you wouldn’t have to replace it very often, maybe that is how they figure it. She added that she did not know that much about copy machines.
Commissioner Williams stated that the drum and toner are covered and if you are only running 1000 copies a month that figures out about $135.60 a year, which probably wouldn’t even pay for the toner. He added that usually they charge a fee then so much a copy.
Karan stated that Xerox they charged $35.00 a month for up to 4000 copies and then you are billed for any copies above that, but the other quotes were just this maintenance at that many cents.
Commissioner Conner stated that what she is saying makes sense in regards to 1 to 5000 copies, but it is just difficult for him to believe that they are not going to charge a minimum for the maintenance.
Commissioner Williams stated that if they are not going to charge a minimum that is a great deal.
Karan added that this is exactly what she and Roger took off of the quote so she is assuming that is it.
Commissioner Williams asked her if she had it in writing?
Commissioner Conner stated it would have to be in the contract as she will have to sign a contract and it should come to the Board before it is signed. He then asked Karan if she had a copier in her office now?
Karan answered that her office has one that started out in the Planning Commission in 1994 when she worked there.
Commissioner Conner stated that the copier would have to declared surplus to rid of it or give it to another office unless the company wants it for a trade-in.
Karan answered that Xerox was the only company that offered to take a trade-in, but that is because the used one is a Xerox. She added that the other companies would not take a trade.
Commissioner Williams stated that he would support the Minolta DI-2010 providing that is the maintenance agreement.
Karan stated she would have them verify.
Commissioner Williams also stated that even if there is a monthly charge, he doesn’t know that he would be opposed to it.
Commissioner Conner stated it should be in the contract.
Commissioner Williams stated that it looks like Lang has two there and neither one of them has a minimum, he also added that Icon doesn’t say anything about a monthly amount either, it says $1.14 until you go over 5000 copies then he assumes it will go over, not at $1.14 but .014 cents until it goes over 5000 then it will probably go up. He made a motion to approve the request for the Minolta DI-2010 as long as the maintenance agreement is accurate, 2nd by Commissioner Conner. Motion carried 3-0.
Commissioner Williams made a motion to continue, 2nd by Commissioner Conner. Motion carried 3-0.
President Baxter asked if there was any other business to come before the meeting, there being none Commissioner Williams made a motion to adjourn, 2nd by Commissioner Conner. Motion carried 3-0.