Tuesday, January 28, 2014

Minutes from 11/18 Meeting (approved 1/27/14)

November 18th, 2013
President Jacobs called the meeting to order at 6:15 PM and Director King led the group in the flag salute.  Directors Jacobs, King, Schendel, Stapp, and Wilkey were all present.  There were no guests present.
President Jacobs requested a motion on the Consent Items.  Director King motioned to accept the Minutes of the October 28th, 2013 Meeting, along with the Financial Report for October of 2013 as presented.  Director Stapp seconded the motion.  Motion carried unanimously.
The Correspondence was offered for review.  The Secretary was asked to update the Board of Directors about the Board Vacancies.  She confirmed again that Jeanette Hayhurst is set to be appointed as a new Director and that Daryl Schendel’s term of office does not expire this year as the Elections Office had originally notified us, but rather will continue his term of office until December of 2015.  She was directed to contact the Elections Office one more time to be certain that they have their dates corrected now and that everything is in proper order so that we can swear in our two new Directors during the next Regular Board Meeting in January of 2014.
H Street Park was addressed.  The Safety Check List from the City was reviewed.  The Secretary added that the City had just notified her that they removed two of the swings because of defective hooks that needed to be replaced but were not currently available.  Mr. Gerardi expected the replacement parts to arrive within a week or two, and will be able to replace the swings as soon as he has them.  Director Stapp reported that the Ground Squirrels seem to have been remedied, and may possibly just be hibernating, but that there are currently no new holes that need to be addressed.
Bid 13-04, the removal of one Cottonwood tree, two Elm trees, and a Creosote bush was discussed.  President Jacobs presented the two Bids, one from Town & Country Tree Service of Barstow and the other from R&J Tree Service of Apple Valley.  Director Schendel expressed his desire to continue hiring locally whenever possible.  Director Stapp wasn’t in agreement with hiring Town & Country based on past performance and because the competing Bid was so similar.  Director Wilkey expressed his desire to give the locally-owned business another chance and motioned to accept Town & Country Tree Service’s Bid of $5,350 and hire them to do the job.  Director Schendel seconded the motion.  Motion carried by majority vote with 4 Ayes in favor of hiring Town & Country Tree Service and 1 No from Director Stapp.  The Secretary was directed to write up a contract on our letterhead (that specifies that the the Tree Removal job be completed before Christmas) and get it signed right away so the work can begin.
Bid 13-03, the proposed Covered Picnic Areas, Tables, and Benches, was addressed.  The Secretary reported to the Board that CSDA had confirmed that Prevailing Wages weren’t required of the Contractor when she called to ask them about it.  (PLEASE NOTE: CSDA called the Secretary back again the next morning after the Board Meeting,  Tuesday 11/19, to let her know that she’d been given the wrong information, and that our District actually SHOULD require that Prevailing Wages be paid). President Jacobs asked for opinions and discussion about the three Bids that were received.  Director Stapp shared his opinion that he believes that any and all of the three Contractors would do a good job.  He knows each and has worked with all of them in some way before and finds it difficult to recommend any single Contractor more than the others.  The Board also agreed that the Bids were all so very close (within a less than 5% price difference of each other) and that all of the Contractors have well-established businesses and good reputations.  Director Wilkey suggested perhaps hiring Harris Construction because the owner/contractor resides in our Community.  Director Stapp asked if that would be out of compliance with the Conflict of Interest Code, but after some discussion the Board agreed that it wouldn’t be since no one is related to or has anything to gain from the decision.  They also agreed that it wouldn’t be fair to exclude Harris Construction from getting the job because of the owner’s residence either, but that the close proximity should only help the Contractor to have improved oversight of the job when the job site is so close to home.  Director King affirmed that he has been very pleased with previous work Harris Construction has done for him before.  Director Schendel stated that Harris Construction was the only Contractor he had ever worked with before and therefore can’t speak more highly about any of the others.  Director Wilkey motioned to accept the    Bid from Harris Construction for $65,112.00.  Director King seconded the motion.  Motion carried unanimously.  The Secretary was directed to notify Wade Harris and all of the other Contractors about the decision.

The Office Compound job (sprinkler system repair and weed removal) was discussed briefly.  President Jacobs and the Secretary confirmed that Unique Landscaping had been at the office the previous Friday and that they had trimmed the bushes and removed all of the weeds.  They weren’t certain if the sprinkler system had been repaired yet (it didn’t appear to be done), but John Heald would be calling the Secretary back soon to let her know for sure once he was able to confirm the status with his employees that were assigned to the job.

Venner Park was addressed.  The Safety Check List from the City was reviewed.  Low Wood Chips in the exercise area were the only deficiency noted and the Board agreed that we can plan to take care of that again in the early Spring.  President Jacobs reported that he just drove by to check and that the New Irrigation for trees on the North West side job still hasn’t been started like we were expecting.  He also reported that he had called Southern California Edison yesterday to report that the Street Light in the South East corner was out and was very pleased that they fixed it so quickly (it was on and working when he drove by tonight).  Director Wilkey mentioned that he noticed that the restrooms had recently been painted.  President Jacobs added that Mark Gerardi had called him a few weeks prior to ask if we had any more paint left in the color that had been used there previously since there was some new graffiti that needed covering.  We didn’t have any more so the City asked if it would be okay to use a different color paint (the standard color that they use for all of their other park restrooms) and President Jacobs agreed that would be fine, as it would just make the maintenance easier for them.

Director Stapp read the Safety Review Report.  Director Schendel motioned to accept the report.  Director King seconded the motion.  Motion carried unanimously.

The Board reviewed the draft report of the Audit.  President Jacobs moved to accept the Audit for FYE 6-30-13.  Director Stapp seconded the motion.  Motion carried unanimously.

The Policy and Procedure Manual was addressed.  The Secretary reported that she continues to make progress updating the Manual.  She provided the Board with the most current copy of the Purchasing Policy for their reference.  She also reported that she is now beginning to re-type a new and more thorough list of all of her Secretarial Duties to include in the Manual, as well as the General Manager Guidelines.  The Board requested that she also add to her list a new Policy on Prevailing Wages.

The General Manager reported that she continues to keep the Blog (BarstowHeights.blogspot.com) updated with the most recent Meeting Agendas and Minutes.  She looks forward to having pictures of the construction plans and progress to update the blog with once the big project at H Street Park gets going.  The Facebook page now has close to 100 followers, with no new activity to be reported.  She also reported that the Security Camera System here at the office was affected by a power surge and hasn’t been working.  She will need to call A2Z Lock & Security to come fix/re-set it in the coming week. 

President Jacobs requested the Directors’ reports.  Director King said farewell since this will be his last meeting.  The Board encouraged him to stop by and visit at future meetings when he can.  Director Stapp thanked the Secretary for her work leading up to the meeting and acknowledged her improved preparation.

President Jacobs asked the Secretary if there were any additional bills to be paid.  She indicated there were none.  Director King motioned to pay the bills as presented.  Director Wilkey seconded the motion.  Motion carried unanimously.

The Board discussed whether to hold a Regular Meeting in December and they agreed that as per tradition, no meeting would be necessary.  The next Regular Meeting was scheduled for Monday, January 27th, 2014 at 6:00 PM.  President Jacobs motioned to allow the General Manager to pay the regular bills that come in during December.  Director Stapp seconded the motion.  Motion carried unanimously.  President Jacobs presented Director King with a framed Certificate of Appreciation and thanked him for his 10 years of dedicated service to the Board.  The meeting adjourned at 7:23 PM.

Submitted by:  Jen Rubio - Secretary/General Manager

Friday, January 24, 2014

Agenda for 1/27 Board Meeting

January 27, 2014 - 6:00 PM

1.   Call to Order and Flag Salute
2.   New Directors (welcome and swear in)
3.   Roll Call and Recognition of Guests
4.   Officer’s Elections
5.   Public Comments/Questions
6.   Consent Items:                     Minutes – November 18, 2013
                                                      Financial Reports – November and December of 2013
7.   Correspondence
8.   Parks:             H Street:        Bid 13-03:  Covered picnic areas, tables, and benches
                                                                Safety Check List and Ground Squirrels
                                                                Review of recently completed projects:
      Bid 13-04 Tree Removal
      Office compound – sprinkler system repair & weed removal
                                                                Modifying existing sprinkler systems
                                                                Street Lights
                                                                Swing Sets
Venner:             Safety Check List
              Review of recently completed project:
Irrigation for trees on Northwest side
9.   Audit FYE 6-30-13 (review final bound copies of Financial Statements)
10.  Ethics Training (required course AB1234)
11.  Policy and Procedures Manual
12.  General Manager’s Report
13.  Website (BarstowHeights.blogspot.com) and Facebook page activity
14.  Directors’ Reports
15.  Bills:               Edison - $106.60          Terminix - $36.00          Verizon - $88.85 (…December bills)
                               Edison - $126.03          Terminix - $36.00          Verizon - $88.61 (…January bills)
A2Z Lock & Security - $55.00 (service call to get security cameras working 12/11/13)
16.  New Business
17.  Executive Session – Litigation GC54956.99 (A) and Personnel GC54957.1
18.  Adjournment