I have received several comments asking for clarity concerning the election.  Below is a copy of the board memo along with copies of letters sent to the two bidders.  If you have additional comments please contact me at your leisure.

 

To: MFTHBA Board of Directors Sept 04, 2007
From: Jim Wood
Subject: Request for Bids Direct Mailing of Official Ballot

 

I requested our President on Aug. 08, 2007 to poll the Board to authorize me to request bids for the mailing of our 2007 Official Ballot. Mr. Oglesby informed me on the same day that he had sufficient votes and for me to proceed with this project.

 

I had three primary reasons for making this request:

 

1. A direct mail organization can package and mail our official ballot more efficiently and at a lower cost than it would cost the MFTHBA office to process this project.

2. The Association has chosen an independent accounting firm to count ballots to ensure the integrity of the voting process; therefore, it is logical that the value of and a direct mail company processing the mailing of the ballots further guarantees the reliability of the voting process.

3. Professional direct mail companies are more proficient and sophisticated at completing a project of this magnitude.

 

The accounting firm of Thomas Accounting Services was awarded the contract to provide MFTHBA with their accounting services including the counting of ballots; there have been no changes or revisions to this agreement. Ballots will be mailed to the accounting offices in the same manner as last year.  The Thomas contract was awarded at the March 06, 2007 Board Meeting based on a motion by Dave Nestler, a second by Joyce Graening, and a unanimous role call vote of the board.

 

I have contacted several direct mail companies in Springfield and there are only two that I would recommend MFTHBA using. Listed below are these companies.

 

Computech Mailing Services                     Ozark Mailing Services, Inc.
1072 W. Liberty                                             2804 N Oak Grove
Ozark, MO 65721                                          Springfield, MO 65803
417-860-1434                                               417-866-6100
Brandon Freeman                                         Will Fite

 

Attached below are copies of my request for bid to both companies.

 

Cost Analysis Comparing 2006 and 2007 Mailing

MFTHBA Mailing 2007*                               Direct Mail Service

$12,984.98*                                                    $8366.33**

 

* Does not include labor cost for office staff to process mailing

** Does not include Federal Express charges to expedite delivery of ballots to foreign members.

 

Direct mail companies are more proficient and sophisticated at administering a mailing project of this nature. Therefore, it is my recommendation that we approve this direct mail project based on the above cost analysis and the assurance of the integrity of the election. Computech Mailing Services was the low bidder on this project as a result I am request that the board approve this project.

 

Regards;

 

Jim D Wood
Secretary/Treasurer, MFTHBA

 

Attachments:  direct-mail-memo.doc

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