Tuesday, July 26, 2016

Minutes from 4/25/16 Meeting (approved 7/25/16)

Monday, April 25th, 2016

President Jacobs called the meeting to order at 6:03 PM and Director Hayhurst led the group in the flag salute. Directors Jacobs, Schendel, Stapp, Wilkey, and Hayhurst were all present. There were no guests in attendance.

Item #3, the Emergency Tree Removal was addressed. President Jacobs updated Director Schendel (who had been absent from the previous meeting), that during the last meeting, a brief field trip was taken outside to determine a more precise location of the cement slab for the new shade canopy. While outside in the park, Director Stapp noticed that a large heavy branch on the cottonwood tree in the North West corner had broken off and was resting on top of a smaller/lower branch. It looked as though weight of the larger branch could cause the lower branches to break and fall at any moment, and these branches were located directly above one corner of the children’s playground area. The Board recognized immediately that this was quite dangerous and needed to be dealt with right away. An emergency motion was passed to allow the General Manager to call Town & Country Tree Service the very next morning to have the dangerous tree branches removed, as well as, have the entire tree removed that week also if necessary. After discussing the age of the other trees in the park with the tree professionals and learning the risks that they too might pose to the public, President Jacobs and the General Manager determined that a Special Meeting to address those concerns, should be held as soon as possible, and thus, the reason for needing to have another board meeting that evening (Monday 4/25), just one week after the Regular monthly board meeting had been held.

While dealing with the emergency removal of the broken tree on the morning of 4/19, the tree professionals warned the General Manager that the large tree located in the North East corner was also hollow, rotting inside, and dangerous enough that they recommended it be removed as soon as possible as well. Because all of the trees in the park are the same age and nearing the end of their lifespan, she asked the professionals to take a closer look at each of them and provide a written estimate of the costs to remove all of them (eventually), starting with the most hazardous tree first. Because the tree in the center (West side) was located close to where the new shade canopy would be constructed next month, the General Manager also learned that the District could save $1,000 from the cost to remove that specific tree, but only if it comes down before the new shade structure goes up. Taking the tree down once the shade structure is next to and beneath it would necessitate the use of ropes and other more time-consuming methods to remove the large branches and take the tree down without harming the new canopy, so Town & Country offered a better price if they can remove that tree sooner and before the new obstacle is in place.

The Board discussed their options in great detail (either removing just the three most urgent trees for now or removing all five of them at once). Director Wilkey asked to take a short recess to go outside and look at each of the trees again. The Board took a short break to go inspect the trees at 6:12 PM. President Jacobs called the meeting back to order and the meeting reconvened at 6:20 PM.

Director Wilkey motioned that all five cottonwood trees in the park be removed. Director Stapp seconded the motion. Further discussion and debate continued. The Board agreed that they would like to spend a little more money to plant much larger/mature trees as soon as possible, and asked the Secretary to add that item to the next meeting Agenda. The Board eventually came to the conclusion that the last two trees, that were not considered as immediately dangerous, could wait at least a few more months to provide some shade through the hot summer. Director Stapp withdrew his second and motioned for Director Wilkey to amend the original motion. Director Wilkey amended his motion and moved that the Board go ahead and approve the Bid to remove just the first three trees in order to eliminate the danger to the public, as per the bid from Town & Country Tree Service, for the amount of $7,100. Director Stapp seconded the motion. The motion carried unanimously.

Another update on Bid 01-15 (one shade canopy and tables) was addressed next. President Jacobs reported that after the last meeting he did call Jerry Linebaugh again, and the latest news is that the shade canopy is now fully fabricated and in the paint shop being painted. He expects it to be shipping (on the road) within a week or maybe two. Construction of the new shade canopy is therefore likely to begin by the middle of May. The Board discussed the possibility of extending the cement pad a few feet closer to the fence, to eliminate the need for upkeep of such a small strip of grass there between the cement slab and the fence.

The General Manager reported that she finally has an exact date scheduled for her surgery (Monday, May 16th), and thus, will be needing to take time off the last two weeks of May and probably the first two weeks of June to recover. The Board agreed that the next Board Meeting could be held in mid-late June, or as soon as the Secretary is ready to start preparing for one. She also updated the Board that she was planning to have a few spare keys to the office made for the other Directors to use, in case they need access while the President is away on vacation and she is still home recovering. Director Hayhurst mentioned how much more convenient a keyless entry system would be. The Secretary was directed to add that improvement idea to the Long Range Plans List for further discussion.

President Jacobs asked for Directors’ Reports. Director Stapp wanted to let the Board know that he got into an interesting discussion with someone on Facebook regarding the water tank next to the park recently. The tank is believed to be over 60 years old and rumors that it is leaking and is supposed to be removed soon have been ruminating for some time. This discussion made him curious about the status of the tank and if we know any date for certain that its removal might happen. Director Hayhurst shared her opinion that it is totally up to the BLM to determine that and therefore, it’s hard to speculate on a specific date right now.

President Jacobs asked the Secretary if there were any additional bills to be presented. She indicated that there were none. Director Stapp motioned to pay all of the bills as presented. Director Schendel seconded the motion. The motion carried unanimously. There was no New Business to address and no Executive Session was requested.

The next Regular Meeting date was not scheduled, but anticipated to be held sometime in mid-late June. The meeting adjourned at 6:47 PM.

Submitted by:
Jen Rubio - Secretary/General Manager

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