Tuesday, November 28, 2017

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

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
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

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR 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

Thursday, October 26, 2017

Minutes from 9/25/17 Meeting (approved 10/23/17)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, September 25th, 2017

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

The consent items were reviewed. Director Hayhurst motioned to accept the minutes of the August 28th, 2017 meeting, along with the financial reports for August of 2017, as presented. Director Schendel seconded the motion. The motion carried unanimously.

The correspondence file was offered for review. Director Hayhurst called the board’s attention to an article she had read in the CSDA magazine she had just received in the mail (Sept-Oct 2017 issue, page 20). She wanted to inform the board that as per the article, “Districts are no longer required to hire department registered contractors or file a PWC-100 form for projects under $25,000 for new projects and under $15,000 for maintenance projects.” The Secretary was directed to make sure that a form 100 is filed for the shade cover project that is still in the works.

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. President Jacobs reported that the ground squirrels are still under control, as he has continued to not see any for several months now.

The secretary had no new progress to report regarding the street lamp near the basketball court the board was still interested in, only that there were copies in the correspondence file of the reminder emails she had sent to the potential installer. Director Low brought up his observation that both pepper trees recently planted were not looking good. The secretary will contact the landscaper to let them know that the two new trees didn’t survive and will need replacing.

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 check list did inform the board that the City had replaced a seat on a swing set that had been vandalized during the past month. The secretary was not yet certain as to whether a bill for that repair would be coming (if the replacement had cost the City more than $200) or not (if it was under $200).

The shade cover project (three canopies to shade the playground equipment at both parks) was addressed next. President Jacobs reported that Director Stapp had informed him that the project was moving along as expected. The Board then discussed the color options for the metal support poles and the canvas covers. The Board agreed upon “aquatic blue” for the canvas shade covers and “almond” for the poles.

The installation of 22 new trash cans (9 for BHP and 13 for Venner park) was discussed. The board reviewed the proposal from JDR Construction to install them. The work would include the digging of the footings and the concreting-in of the posts/bases for each of the 22 trash cans. The job includes John Rowe’s preference to have the shipment sent directly to him (his yard), where he will unload the freight shipment with a forklift, assemble, and then transport them back to the job sites to install. Director Hayhurst motioned to approve the bid of $6,140 to do the job. Director Low seconded the motion. The motion carried unanimously.

The office building and compound were addressed next. The board reviewed and discussed the two bids received for the kitchen renovation job. Director Low motioned to accept the bid from JDR Construction for $8,350 to do the work as listed on the proposal dated 9-22-2017. Director Hayhurst seconded the motion. The motion carried unanimously. The secretary was directed call Sanchez Roofing company to request a roof inspection and estimate to re-do the roof of the office building.

The general manager reported that she had copied the “best practices of capitalization thresholds for capital assets” document (that the board had adopted at the last meeting), on to district letterhead and had the board president sign it so she could send an official copy of that on to the Auditor, as well as, include a copy in the policy and procedure manual. She also reported that she will have jury duty in Victorville on Tuesday 10/3 so will need to miss work that day. The board recommended that she go ahead and serve jury duty if selected, and she can make up any office hours she may have to miss when she is able to.

President Jacobs asked if there were any directors’ reports. Director Hayhurst reminded everyone that October 7th is Spanish Trail Day at the Desert Discovery Center. Director Schendel reported that there are still trees growing in his road (in the cracks full of dirt) near his home. Director Low expressed his disappointment that so many of the potholes weren’t filled in before the roads were re-paved, which resulted in the new roads still being full of large bumps in many spots. Director Jacobs reported that he had recently learned that the MWA (Mojave Water Agency) is releasing a little more water to the area. He’d also observed on a few occasions (mornings) the County working to fill in cracks on some of the East/West streets.

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 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, October 23rd at 6:00 PM. The meeting adjourned at 6:44 PM.

Submitted by:

Jen Rubio
Secretary/General Manager
  

Thursday, October 19, 2017

Agenda for 10/23 Board Meeting

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, October 23rd, 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 – September 25th, 2017
                              Financial Reports – September of 2017

5.   Correspondence

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

7.   Office Building & Compound:        Kitchen Renovations (scheduled)

8.   General Manager’s Report

9.  Directors’ Reports

10.  Bills:        Edison - $111.08                                 Terminix - $44.00                                
                        Frontier Communications - $89.91     Hi Desert Alarm - $336.00 (annual service fee)
                        R.J. Thomas Mfg. Co, Inc. - $8,734.88 (22 new trash cans)

11.  New Business

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

13.  Adjournment


Tuesday, September 26, 2017

Minutes from 8/28/17 Meeting (approved 9/25/17)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, August 28th, 2017

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

The consent items were reviewed. Director Stapp motioned to accept the minutes of the July 24th, 2017 meeting, along with the financial reports for July of 2017, as presented. Director Low seconded the motion. The motion carried by a vote of 3-0. Director Schendel and Director Hayhurst abstained from the vote due to their absences from the previous meeting.

The correspondence file was offered for review. President Jacobs shared email correspondence from the week prior between the secretary and Bill Little, the county roads supervisor, regarding upcoming road work that had just begun. The improvements will be performed on the county sections of Rimrock Road, H Street, and L Street from 8/28 to 9/26. The Secretary had shared a blog post on Facebook informing the public and reminding them to please slow down and expect delays.

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. President Jacobs reported that the ground squirrels under control as there had been no new holes to deal with since last month.

The two new pepper trees recently planted by Unique Landscaping were discussed briefly. One of the trees isn’t looking very healthy, but the secretary was reassured that Unique Landscaping is keeping a close eye on it, has been giving it extra water, and that they will replace it if it doesn’t recover soon.

The street lamp near the basketball court was discussed again. President Jacobs will get more information to the secretary regarding the exact solar street light he is interested in (50 watt solar-powered LED), so she can request another installation estimate from Zapp Electric.

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 board was aware that there are still some trees and bushes that need replacing, but the City is working on that. Director Stapp commented that the grass there continues to look “really good.”

The shade cover project (three canopies to shade the playground equipment at both parks) was addressed again. President Jacobs had a lot of questions and concerns and a lengthy discussion ensued. President Jacobs motioned to approve the hiring of APC Play to purchase and install the shade structures for the amount quoted ($89,011.76), but not to exceed $100,000, to allow for the small possibility that the costs might increase a little if any additional equipment/engineering/permit fees are required later. Director Schendel seconded the motion. The motion carried unanimously.

The new trash cans that are needed at both parks were discussed again. The purchase of 22 new trash cans (9 at BHP and 13 at Venner park), had been approved at the last meeting and the secretary had made some progress, as she now had permission from Mark at the City to have them shipped to and stored briefly at the City warehouse, like had been done once before (because a forklift is required to unload them). She will get the trash cans ordered and get an estimate from John Rowe to determine the cost of installing them once they arrive (prevailing wages included).

The office building and compound were addressed next. The secretary should finally have the re-bids for the kitchen renovation job ready for the board to consider at the next meeting in September. Director Hayhurst requested that the weeds that had grown back quickly be removed again.

President Jacobs read a short excerpt from the letter received from the San Manuel Band of Mission Indians to clarify how it might impact the district. Because none of the districts’ projects are expected to effect surrounding land/resources, reporting them to the tribe will most likely never be necessary.  

The best practices of “capitalization thresholds for capital assets” document, as provided by the Auditor, was reviewed and clarified. Director Hayhurst motioned to approve and implement the best practices, as is the standard accepted practice, and as was recommended by the auditor; motion to be adopted retroactively to July 1, 2016 and going forward. Director Stapp seconded the motion. The motion carried unanimously.

Discussion about water conservation was skipped, but will be added to the agenda again in October.

Director Stapp presented the safety review report. Director Schendel motioned to accept the report as presented. Director Low seconded the motion. The motion carried unanimously. The secretary will mail the approved and signed report to SDRMA as usual.

The general manager reported having another very busy month that required her to work additional hours to finish just the most urgent things. The auditor’s assistant, Jesse, had been at the office on Tuesday 8/8 to complete several hours of field work/sampling. She also continued to meet with Deb, the accountant, several times to finish up more accounting work that the auditor requested be done. She had purchased and installed a new Microsoft Office program for the new computer. Using the program now requires that it be renewed by paid subscription annually. She had been to the bank, and provided them with a copy of the approved minutes necessary to remove a former Director (Wilkey) from the signature card and add new Director, Gene Low, to the account. He will stop by the bank to sign and finalize that paperwork. Finally, she requested some direction on exactly how much money the Board wanted her to move from Savings to Checking, so the large check she will be writing to pay the deposit towards the new shade structures will be covered. Director Hayhurst motioned that the secretary transfer $50,000. Director Schendel seconded the motion. The motion carried unanimously. The Directors will stay briefly to take their annual “group photo” after the meeting adjourns.

President Jacobs asked if there were any directors’ reports. Director Stapp thanked the board for finally approving the shade cover project and promised to keep everyone updated on its progress. President Jacobs reported that he had a conversation with a golden state water company employee working near his home recently. He was told that they now have the permit required to put a new water tank in at the top of the Heights (near the radio tower), so its construction and the removal of the old water tower located in front of the district office building is that much closer to happening.

President Jacobs asked the secretary if there were any additional bills to be presented. She indicated that there were none. Director Low motioned to pay all the bills, as presented. 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, September 25th at 6:00 PM. The meeting adjourned at 7:13 PM.

Submitted by:

Jen Rubio
Secretary/General Manager

Friday, September 22, 2017

Agenda for 9/25 Board Meeting

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, September 25th, 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 – August 28th, 2017
                              Financial Reports – August of 2017

5.   Correspondence

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

                        Venner Park:               Safety Check List
                                    Progress on Shade Cover Project
                                               (playground areas of both parks)
                                    Trash Cans ordered (for both parks)
                                                Estimate received for the Install

7.   Office Building & Compound:     Kitchen Renovations (2 bids received)

8.   General Manager’s Report

9.  Directors’ Reports

10.  Bills:        Edison - $115.12                                 Terminix - $44.00                                
                        Frontier Communications - $89.62     Stewart’s - $50.00 (accounting)
The Pun Group - $3,500.00 (audit)

11.  New Business

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

13.  Adjournment

Wednesday, August 30, 2017

The Board of Directors on 8/28/17


We are pleased to share the latest
annual photo taken of the members of
our 2017 Board of Directors!

(L to R):  Our newest Director, Gene Low, Daryl Schendel,
President Dick Jacobs, Vice President Robert M. Stapp, and
Jeanette Hayhurst. Our board members continue to work
hard to make our community and beautiful parks better.
We are so thankful for all that they do!