Tuesday, May 23, 2017

Minutes from 4/24/17 Meeting (approved 5/22/17)

Monday, April 24th, 2017 

President Jacobs called the meeting to order at 6:00 PM and Director Schendel led the group in the flag salute. Directors Jacobs, Schendel, Stapp, and Hayhurst, were all present. There was one guest attending, Mr. Gene Low.

The Consent Items were reviewed. President Jacobs asked for a brief recess at 6:01 PM to allow the Director’s a few extra minutes to read the correct copy of the minutes from the March meeting (as the wrong Minutes had been included in the Agenda packets). The meeting reconvened at 6:07 PM. President Jacobs motioned to accept the Minutes of the March 27th, 2017 meeting, along with the Financial Reports for March of 2017, as presented. Director Schendel seconded the motion. The motion carried unanimously.

The Correspondence file was offered for review. President Jacobs read aloud a letter requesting some vacation time from the General Manager/Secretary. Director Schendel motioned to accept the request and grant the Secretary the dates she asked for (June 27-29, 2017) to take her one week per year of paid vacation time. Director Hayhurst seconded the motion. The motion carried unanimously.

Barstow Heights Park was addressed. The Safety Check List from the City was reviewed. There were no safety or maintenance issues reported. President Jacobs reported that the ground squirrels continue to be a little bit of a problem. He had found and exterminated two of them recently and had just discovered another hole that evening that he will need to take care of with another gas cartridge.

The Secretary reported that she had been in contact with four different landscaping companies that week seeking tree-planting bids to help remedy the privacy concerns of the neighbors next door to the new shade canopy. She was encouraged that she had secured appointments with two of the companies during the upcoming week and expected to have a bid or two very soon. President Jacobs reported that he had done some research on the internet and had found a few companies that offer pre-packaged solar street lamp kits that could be purchased for approximately $3,000-4,000. If the Board could agree on one or two to purchase, then a contractor could be hired to do the installation. The board discussed further potential ideas and questions they had about the project, and will bring back more ideas and options to consider again at the next meeting.

Venner Park was addressed. There were no safety or maintenance issues listed on the report. The Secretary was directed to contact Mark Gerardi to notify him about the concerns the Directors have about the large crack in the sidewalk that is being separated and lifted up by tree roots. She will also make him aware of a small dead tree on the South side and a few dead/missing shrubs (with water lines to them capped off), that might require some water line repairs and replacement plants.

Director Stapp updated the Board on his progress with the potential Shade Cover project that would create shade over the playground areas at both parks. He was told that there are no shade covers located nearby (installed by APC Play) for the Board to see and inspect in person. Furthermore, a final estimate for the shade cover project cannot be confirmed unless and until the board provides the shade company with a Plot Plan of the area. Getting the required County building permits to complete the shade cover project is also contingent upon having a finished Plot Plan of Venner Park. The estimate from Merrell Johnson Engineering to draw up a Plot Plan for Venner Park was reviewed and discussed. Director Hayhurst motioned to approve the bid from Merrell Johnson Engineering to complete a Plot Plan (also known as a Topographic Survey), for the estimated amount of $3,495 (and not to exceed $4,000). Director Stapp seconded the motion. The motion carried unanimously.

The Office Building and Compound were addressed next. The Secretary had nothing new to report about the progress on the kitchen renovations. She had not yet received any updated bids.

The hiring of the Auditor was discussed next. Director Hayhurst motioned to continue to do business with the current Auditor, Paul J. Kaymark, of The Pun Group, LLP, to complete the Audit for the upcoming FYE 2017. Director Schendel seconded the motion. The motion carried unanimously.

The 2017/18 Budget Workshop was held. The Secretary will prepare the Budget Resolution to be reviewed and adopted at the next board meeting.

The Senate Bill 496 (letter of opposition) was addressed next. Director Hayhurst motioned to support the CSDA (California Special District Association) by submitting a letter of opposition to SB496 as requested. President Jacobs seconded the motion. The motion carried unanimously.

The review of the Long Range Plans list was postponed again due to the large number of projects (5 total) that are currently already in the works.

The General Manager reported that new wood chips were delivered to both parks successfully on Tuesday morning, April 4th, 2017. Two large diesel trucks provided 60 cubic yards each of new wood chips to each of the playground areas at BHP and Venner Park.

President Jacobs asked if there were any Directors’ reports. There were none.

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

There was no New Business to address and no Executive Session requested. The next Regular Meeting was scheduled for Monday, May 22nd at 6:00 PM. The meeting adjourned at 7:06
Submitted by: 
Jen Rubio
Secretary/General Manager

Friday, May 19, 2017

Agenda for 5/22 Board Meeting

Monday, May 22, 2017 - 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 – April 24, 2017
                              Financial Reports – April of 2017
                                          (New report format)
                                          (New reconciliation procedure)  

5.   Correspondence

6.   Parks:       Barstow Heights:     Safety Check List and Ground Squirrels
                                                            Tree Planting bid
                                                            Lighting – basketball court area        

                        Venner Park:               Safety Check List
                                    Shade Covers - playground areas of both parks
                                    Plot Plan

7.   Office Building & Compound:       Kitchen Renovations

8.   2017/18 Budget Resolution 2017-2

9.   Safety Review Report

10.  Long Range Plans

11. General Manager’s Report

12.  Directors’ Reports

13.  Bills:        Edison - $81.27                                  
                        Terminix - $44.00
                        Frontier Communications - $87.37 

14.  New Business

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

16.  Adjournment