Resolutions

King City Civic Association Resolution: Finance 2012-405

Purpose:FACILITIES MAINTENANCE AND PROJECT POLICY

Authority: CC&Rs Article VI, Section 2.E and Section 3.A;

All Association facilities and grounds maintenance shall be overseen by the Administrator and Greens Superintendant. Inspection tours shall be conducted on a regular basis. All items found to need maintenance or repair shall be classified and scheduled for completion. The signature authority policy shall apply to all projects where contractors are utilized.

• These projects do not require a licensed contractor and shall be paid from operating funds.
• Projects shall be within the capabilities of the maintenance crew as judged by the Administrator and Greens Superintendant and do not require bids.

• Costs are usually $1,000 or less and shall be paid from operating funds.
• If a project qualifies for reserve funding, the large project policy shall be in force.
• Only contractors registered with the State of Oregon shall be used.
• The Administrator and Greens Superintendant shall develop a list of reputable licensed and bonded contractors in the various disciplines required; e.g., electrical and plumbing. These contractors shall be the contractors of choice.

• Costs are usually in excess of $1,000 and shall be paid from reserve funds.
• All projects require a written Request-for-Proposal (RFP) and should be let out to at least three contractors for bids. The bid selected shall provide the best quality and value. The three bid rule may be waived under certain circumstances as determined by the Administrator and approved by the Board.
• The Finance Committee shall review all project bids and recommend action to the Board.
• The Board shall approve or deny the Finance Committee's recommendations.
• Only contractors registered with the State of Oregon shall be used.
• The Administrator shall ensure that the contractors selected to provide bids are familiar with state and local ordinances that may affect the projects, and the contractors shall have the ability to obtain all permits that may be required prior to project start.
• The Administrator shall award the winning bid upon approval by the Board and shall oversee the contractor's work through completion.
• The Administrator shall report monthly on the progress and costs of any active project.

IT IS RESOLVED this ___ day of February 2012 by a majority vote of the Board of Directors and effective upon distribution of the Association's March 2012 Newsletter

King City Civic Association

By Terry Shane, President By Maxine Van Dyke, Secretary

Adopted 02/21/06
Reviewed 07/17/07
Revised and Restated 02/14/12