Tuesday, November 28, 2017

Minutes from 10/23/17 Meeting (approved 11/27/17)

Monday, October 23rd, 2017

President Jacobs called the meeting to order at 6:00 PM and the secretary led the group in the flag salute. All five directors were present (Jacobs, Schendel, Stapp, Hayhurst, and Low). There were no guests in attendance.

The consent items were reviewed. Director Hayhurst motioned to accept the minutes of the September 25th, 2017 meeting, along with the financial reports for September of 2017, as presented. Director Stapp seconded the motion. The motion carried unanimously.

The correspondence file was offered for review. President Jacobs called attention to the “president’s special acknowledgement award,” received from SDRMA (liability insurance) in recognition of having no paid claims for five consecutive years. Director Hayhurst will be attending the ASBCSD (Association of the San Bernardino County Special Districts) meeting hosted by the Mojave Water Agency with Beverly Lowry on November 13th (as per the flyer/invitation included in the correspondence file).

Barstow Heights Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. Director Stapp mentioned that he noticed that one of the nets on one of the basketball hoops is worn out and there’s not much left of it, so he’ll be replacing it soon. President Jacobs reported that the ground squirrels are either gone or hibernating, as he has continued to not see any for several months now.

President Jacobs reported that he and the secretary had both been trying to reach Zapp Electric regarding the new street lamp installation (near the basketball court) project. They had both been unsuccessful at contacting him so far, but will keep trying. The secretary reported that she was still working with Unique Landscaping to get the dead pepper tree replaced. The Board discussed the old cottonwood trees in the park (the only two that are left). Director Hayhurst suggested than an arborist be hired in February or March to come out and inspect them. Then, if the arborist recommends, one or both can be removed, but only if completely necessary due to safety concerns.

Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues reported. The report did specify that some minor tree trimming had been done. President Jacobs was concerned about how short some trees had been trimmed, but he was also thinking that maybe it was done as a safety precaution (to prevent people from running into the low-lying branches). The secretary will follow up with Unique Landscaping also about the dead/missing trees and shrubs that still need replacing there. President Jacobs also mentioned that two very tall poles in the fitness area were missing their caps, so that will need to be addressed in the near-future, as well.

Director Stapp updated the board that he had nothing new or different to report about the shade cover project (three canopies to shade the playground equipment at both parks). The project is progressing along as expected. The secretary reported on the email correspondence she had with the company (APC Play) that morning to clarify the correct addresses of both parks for the engineering plans. The engineering plans were just about ready to be submitted to the County for approval.

President Jacobs shared the map he had drawn up to mark and show the locations where the new trash cans (22 total, 9 at BHP and 13 at Venner) should go. The trash cans are expected to arrive during either the first or second week of December. Once they are delivered, President Jacobs will contact the City and meet up with one of the groundskeepers to coordinate and mark where the sprinkler lines are located, so John can avoid them during installation. 

The office building and compound were addressed next. The secretary reported that she expected the kitchen renovations to begin by mid-November and that she anticipates that some or most of the work was likely to be done before Thanksgiving.

The general manager reported that she had researched and learned how to submit the PWC-100 form (for the shade canopy project) online. A County permit number and some other final details were still required to be able to fill out the form completely, and she should have all of that information once the county approves the job, so will be able to submit the form then. She also reported that she had made a little progress on re-organizing the policy and procedures manual, and was planning to continue working on that. Her goal was to have an updated/current copy of the manual complete by the end of the year. Director Hayhurst will also get with the secretary to work on shredding and destroying some of the old files/documents that no longer require keeping, once the kitchen renovations are done.

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 Stapp motioned to pay all of the bills, as presented. Director Low 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, November 27th at 6:00 PM. The meeting adjourned at 6:38 PM.

Submitted by:
Jen Rubio
Secretary/General Manager

Friday, November 24, 2017

Agenda for 11/27 Board Meeting

Monday, November 27th, 2017 - 6:00 PM

1.   Call to Order and Flag Salute

2.   Roll Call and Recognition of Guests

3.   Public Comments/Questions

4.   Audit Report:  FY 2016-17 (via telephone on speaker)

5.   Consent Items:      Minutes – October 23rd, 2017
                              Financial Reports – October of 2017

6.   Correspondence

7.   Parks:         Barstow Heights:    Safety Check List and Ground Squirrels
                                                         Solar Street Light (southwest side of basketball court)
                                                         Pepper Trees

                        Venner Park:      Safety Check List
                            Progress on Shade Cover Project (playground areas of both parks)
                             Trash Cans ordered (13 Venner, 9 BHP)
                                                Estimated arrival (week of 12/4 or 12/11)

8.   Office Building & Compound:   Kitchen Renovations (progress)

9.   General Manager’s Report

10.  Directors’ Reports

11.  Bills:       Edison - $93.75
Terminix - $44.00                                
                      Frontier Communications - $90.12

12.  New Business

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

14.  Adjournment