[Rotary] Subject: Community Center Fence Cost and Budget

[Jeffry Stubbs]

Dear Mendocino Rotarians:
As you are all aware, an emergency meeting has been called for March 5, 2025 (today) to discuss and approve an updated project budget and proposed immediate expenditures for the captioned project. 
The below presents an updated cost estimate, prepared based upon our experience to date and talks about next steps with LaDonna, Matt O'Halloran and Brandt:
Spent to date $2,321 from the January 31 income statementBilled subsequently-Jeff $122.70 (Misc materials)Billed subsequently--Matt $594 (labor cost for second section of fence along School St not including Matt's time)To be billed by Matt $594 (labor cost for third section of fence, already done)To be billed by Matt $594 (labor cost for fourth section of fence and front entrance, both being done over next two weeks)Miscellaneous $275 (gate hardware, lumber for the front entrance, Rotary sign, barbecue for those who helped out)Total $4500
Reimbursable from District if they approve: $2,250Net cost to club $2,250
This is an absolute rock bottom cost estimate, and depends upon not encountering any unforeseen problems. 
Almost everyone who has worked on this project is out of pocket. I have put in several hundred dollars, John C a hundred and others such as Michael and Toby something for thinner and brushes. But Matt has put in far more than any of us. My guess of his inputs amount to at least 24 person-hours, with a value of $1,680 at a cost of $70 per hour, and he may well charge more and/or have put in more. He is a dedicated Rotarian.
Thanks to the efforts of all concerned, the project is going very well. We have completed 3 of the 4 sections of fence that needed repair, we are on budget and on time, and the community center is very happy with what we are doing. We are getting very favorable feedback from the community.
We are now poised to complete the project, which requires putting in the last section of fence, replacing the two large posts at the main entrance and cleanup/finishing/handover to the Community Center, planned to take place by the end of March. The immediate action plan is for me to cut and sand the remaining posts Thursday, and get them to Matt ASAP. I will with the help of a volunteer cut and sand the 180 remaining pickets on Friday and Saturday, and get them to the painters Sam (60 pickets), Toby (30), and Michael (30) by Monday. We need two more persons to do 30 each. One of us will cut and sand the front entrance posts next week, after the pickets are cut and sanded. If the priming and painting goes well we should be able to put the last batch of pickets on by March 28 and be done by March 31.
Many persons have pitched in to help, including Matt, Trevor, Ray, John C, myself, Gary, Pastor Matt, Michael Brown and Toby from our club and Sam and Travis from the Community Center. Lets all give a special shout-out to Alida Morzenti, a club member who pays her membership every year, but does not attend meetings. She has taken a special interest in this project and has donated her garage space to Matt where he can prime and paint as needed.  
Please understand we are not over budget on the project, as has been alleged in a few recent e-mails. The original budget for the project as approved by our Board was $$9,771, with the School District putting in $3552, the Community Center $360 and our club $5,860. We are now under budget and will in all likelihood be able to bring the project in under budget, as described above. 
The original cost estimate for the project and a plan showing where we are making improvements are attached.
I hope we have a good discussion of the project today, after which the Board will be asked to adopt an updated budget for the project which may be $5,000. Within that level we would, in the event there are no surprises, aim for an expenditure target of $4,500 for completion. 
Jeff Stubbs, Community Service Chair
P.O. Box 1360 Mendocino, CA 95460
Home phone 707-593-1409I phone 707-536-6190

  
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