Chevington Woods

Special Trustee Meeting Minutes 12/20/2003

.

CHEVINGTON WOODS CIVIC ASSOCIATION
MINUTES OF TRUSTEES MEETING
December 20, 2003


President Comanita called the meeting to order at 9:15 a.m.

President Comanita ascertained the presence of a quorum with seven (7) Trustees in attendance:

Carol Comanita, President
Mark Briggs, Vice President
Will Snell, Secretary
Don Roeder, Treasurer
Rachel Hintz, Trustee
Teresa Hartley, Trustee
Julie Squier, Trustee

President Comanita explained to the Trustees gathered that she had called an emergency meeting of the Trustees as a result of recent developments in the preparation of the revised Chevington Woods Directory the CWCA was attempting to deliver to the residents of Chevington Woods as soon as possible.

Thereafter, Trustee Roeder moved to suspend the regular order of business and deal with the business for which the emergency meeting was called. The motion was duly seconded and passed without dissent.

Unfinished Business: Chevington Woods Directory

President Comanita asked Secretary Snell to report on the bids received from local vendors in regard to printing the Directory. Secretary Snell reported that he had visited three local vendors mentioned at the last meeting of the Trustees as directed and solicited bids that ranged from $910.51 to $2046.93. He further reported that the Ink Well printing company on Brice Road was the only one that appeared willing to assign someone to work with a CWCA representative to put an acceptable Directory together at a reasonable price and their bid was $1542.54. He noted that since he did not have any material except the last published Directory to show the vendors, each indicated there could be additional charges for layout and graphic work should such additional work be required.

President Comanita then reported on a visit that she and Secretary Snell had made the previous day to the Pony Express printing company located on Tussing Road to seek a fourth bid. She noted that the Pony Express was a well-known and respected printer in the local area and the CWCA would also be receiving their bid within the next few days.

After much discussion among the Trustees present, Trustee Squire made a motion that the President appoint a Committee to assume the responsibility for publication of the Chevington Woods Directory; that vendor Avantgarde be advised the unsolicited and unexpected bid received at the December 15, 2003 meeting was rejected as too high; that Trustee Ladrick should be advised that all original CWCA materials received in regard to the publication of the revised Directory should be turned over to the newly appointed Chair of the Directory Committee; that President Comanita and Treasurer Roeder be authorized to expend a reasonable amount of CWCA funds necessary to expedite the publication of a suitable Directory for distribution to the residents of the Association and that the Committee stay in touch via email during the process. The motion was duly seconded and passed without dissent.

President Comanita appointed the Chevington Woods Directory Committee as follows:

Trustee Comanita – Chair
Trustee Briggs – Member
Trustee Roeder – Member
Trustee Snell – Member
Trustee Hartley – Member
Trustee Hintz – Member
Trustee Hartley – Member
Trustee Squier – Member

The Chair then delegated subcommittees as follow:

Trustees Hartley and Squier – Ads
Trustees Briggs and Snell – Database
Trustees Comanita and Snell – Vendor selection

There being no further business, Trustee Hintz made a motion to adjourn. The motion was duly seconded and passed without dissent. The meeting was adjourned at 11:15 a.m.

Respectfully submitted,