Tuesday, September 27, 2016

Minutes from 8/22/16 Meeting (approved 9/26/16)

Monday, August 22nd, 2016

President Jacobs called the meeting to order at 6:00 PM and a guest, Gene Low, led the group in the flag salute. Directors Jacobs, Schendel, Stapp, and Wilkey, were all present. Director Hayhurst was unable to attend due to a prior family obligation. There was one guest in attendance, resident, Gene Low.

The Consent Items were reviewed. President Jacobs noted one error in the Minutes that required revision (on page 1, five lines from the bottom, North was changed to West). Director Stapp motioned to accept the corrected Minutes of the July 25th, 2016 Meeting, along with the Financial Reports for July of 2016 as presented. Director Schendel seconded the motion. The motion carried unanimously.

The Correspondence file was offered for review. President Jacobs mentioned one note in the folder stating that Paul S. Messner, CPA, had stopped by the office on 7/28 to leave his business card and let the Board know that he is interested in being considered as an Auditor the next time the Board is hiring for that job. The Secretary will file and save his contact information for future reference.

Barstow Heights Park was addressed. There was no Safety Check List from the City to review. President Jacobs reported that there are more Ground Squirrel holes popping up again (most of them inside the water tower compound). He continues to use gas cartridges as needed, only where he has access, to keep them controlled.

Resident and guest, Gene Low, was back again to help the Board come up with a solution to the privacy concerns that the newly installed covered picnic area has created, due to his back yard being adjacent to and so close to the new shaded picnic area. Director Wilkey reported that he had taken some wooden lattice over to the Low’s home, so they could determine together how it might look if it were placed atop the brick wall. They agreed that they didn’t love that idea enough, as it seemed to block their view of the park too much. They did realize then that the location of the barbecue is what was most invasive, since anyone using it would be looking directly down into the yard and level with their elevated back porch. Director Wilkey added that a bushy shrub or tree in the alleyway between the Low’s brick wall and the chain link fence enclosing the park was the idea he was most in favor of. A hedge (that can be left bushy or trimmed as much a needed) or a pepper tree (that keeps its leaves in winter and requires very little water) were also discussed as possible solutions. The Secretary was directed to request a bid from Unique Landscaping for the purchase and planting of three pepper trees, as well as, a second bid for another kind of tree or shrub that stands 8-10 feet tall (bushy to create privacy, but easy to maintain, with minimal shedding of foliage to clean up). She will also contact Ellis Fence Company to learn if they have any ideas or recommendations they can offer as a solution.

The planting of more trees (Estimate #142 from Unique Landscaping) was reviewed and discussed. Director Schendel motioned that the Board approve of Estimate #142 to install four 48” box fruitless mulberry trees with deep root irrigation included for the price of $9,500. Director Stapp seconded the motion. The motion carried with 3 votes all in favor of it, while Director Wilkey abstained from the vote. The Board took a recess at 6:37 PM to go outside to the park to review and clarify, one more time, the exact desired locations of each of the four new trees. As soon as the four tree locations were marked in the grass with orange spray paint, the Board re-adjourned at 6:54 PM. The Secretary had no new information to report yet regarding the mysterious disappearance of the large trash dumpster that used to be located in the South West corner outside the park.

Venner Park was addressed. There was no Safety Check List from the City to review. Director Stapp had a question for the Board regarding the slick cement surface of the Basketball court at Venner Park. He noticed about a week prior that it was no longer slick, and that it appeared to have been coated or resurfaced with a coarse substance. No one else present had yet noticed or been made aware the situation. The Secretary will inquire of the City and get more information about when and how they remedied that concern.

The Office Building and Compound were addressed next. The Secretary was asked how plans for the kitchen renovations were coming along. She reported that John Rowe of JDR Construction would be stopping by during the coming week, so she could show him in person all that the job might entail. She will be requesting at least one or two more estimates for that job. She then reported to the Board that the installation of the new Security Camera System had begun. Two male employees of Hi Desert Alarm had been at the office two weeks prior. They spent approximately five hours drilling holes for wiring and installing half of the camera system. Three of the cameras attached to the roof of the Office Building were now in place and working, but the other three cameras that will be attached to the roof of the adjacent Restroom Building couldn’t be set up until a conduit (1” PVC underground) for the electrical wiring connecting the two buildings is in place.
The internet system was also requiring a small upgrade, as the outdated modem only included one output, and multiple outputs are necessary to finish the set up and allow the video feeds to be viewed online (and accessed via cell phone). The Secretary will get those two issues dealt with as soon as possible so the alarm company can come back to finish the install. The Board was not satisfied with the positioning of one of the cameras overlooking the Park because too much of the view is obscured by the chain-link fence. The Secretary will request that it be adjusted and elevated a little more to get a better view over the fence.

The Safety Review Report was read aloud by the Safety Coordinator, Director Paul Wilkey. Because of two new safety issues (a rusted/sharp fence railing and a trash can lid) not discovered until after the report was already written, the Board agreed to not approve the report for SDRMA until those issues are fixed. The Secretary will get them remedied as soon as possible, so she can revise the report to reflect that those items are no longer safety issues. She will have an updated and more accurate report ready for the Board again next month.

The Records Retention Policy was addressed briefly.  Director Hayhurst had previously recommended that the Board adopt the 72-page policy that has already been written and adopted by the State of California (and is easy to access and read online). The Board agreed to wait one more month to discuss it again and finalize it when Director Hayhurst can be present to offer any further input she might have. The Secretary will begin studying the document for further implementation and add it to next month’s Agenda for final review and approval.

The General Manager reported that she had an unexpected water line break at the office to deal with a few weeks prior. Thursday morning 8/4, a City of Barstow employee noticed and dug up the dirt area where the leak occurred (inside the locked water tower compound). He discovered it wasn’t a water line going into the park (and thus not part of the water system the City maintains), but rather it was a very old water line going to the office building. The Secretary called Ziemer Plumbing and they repaired the pipe that day, but when they were finally able to get the water turned back on again a week later, the pipe burst in another spot, so the plumber had to come back and fix it a second time. She had received only one bill from Ziemer Plumbing so far, but anticipated that there might be another. She also reported that the Accountant from Stewart’s Business and Tax Service had been there to help reconcile all of the bank statements in QuickBooks and finalize some other accounting work (depreciation schedule) that needed to be done prior to the Audit. The Auditor had been in contact with both of them and she expected the Audit (and the work she needed to do for the Auditor; finding and scanning a number of files and uploading them to a shared online portal) would require a lot of her time in the office over the next couple of weeks. Since the Electric Company has continued to not respond to her numerous attempts to reach them, the Secretary was directed to contact Curran Electric for an estimate from them to install a solar light and pole at the South East side of the Basketball Courts at Barstow Heights Park.

President Jacobs asked for the Directors’ Reports. Director Stapp inquired if there had been any progress on the curbs and sidewalks project (on the South side, Beryl Street only). He asked that the item be added back on to the Agenda next month and for the Secretary to begin requesting Bids from any and all contractors that may be interested in that job.

President Jacobs asked the Secretary if there were any additional bills to be presented. She indicated that there were none. President Jacobs motioned to pay all of the bills as presented. Director Schendel seconded the motion. The motion carried unanimously.

There was one item of New Business to address. While the Directors were taking a quick recess out to Barstow Heights Park, they discovered that the metal pole/railing atop chain-link fencing all along the South West side of the park was cracked, rusting, and sharp. The Secretary was directed to contact Ellis Fence Co. and request two bids from them; one to repair/weld and fix only the dangerous spots as necessary and another estimate to just replace the entire length of metal pole. She will also ask them to inspect the chain link fencing throughout the entire park for any other potential safety issues.

No Executive Session was requested. The next Regular Meeting was scheduled for Monday, September 26th at 6:00 PM. The meeting adjourned at 7:30 PM.

Submitted by:  Jen Rubio - Secretary/General Manager

Friday, September 23, 2016

Agenda for 9/26 Board Meeting

Monday, September 26, 2016 - 6:00 PM

1.   Call to Order and Flag Salute

2.   Roll Call and Recognition of Guests

3.   Public Comments/Questions

4.   Consent Items:          Minutes – August 22, 2016
                                     Financial Reports – August of 2016

5.   Correspondence

6.   Parks:        Barstow Heights:  Safety Check List and Ground Squirrels
                                                          Long Range Plans List
                                                                 Privacy concerns of neighbors next to new shade canopy            
                                                                 Planting of four trees Job (Estimate #142)
                                                                 Sidewalk proposal from JDR Construction

                                 Venner Park:                 Safety Check List
                                               Long Range Plans List

7.   Office Building & Compound:               Long Range Plans List
                                                                                      Kitchen renovations (2 bids requested)
                                                                                      Security camera bid (update on work in progress)
                                                                                      Conduit proposal from JDR Construction

8.   Safety Review Report (revised)

9.  Policies and Procedures Manual - Records Retention Policy

10.  General Manager’s Report

11.  Directors’ Reports

12.  Bills:         Edison - $92.70                                              Terminix - $42.00
                         Frontier Communications - $80.16            Stewart’s Business & Tax Service - $100.00

13.  New Business

14.  Executive Session - Litigation GC54956.99 (A) and Personnel GC54957.1

15.  Adjournment