Friday, May 18, 2018

Agenda for 5/21/18 Board Meeting

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, May 21st, 2018 - 6:00 PM


1.   Call to Order and Flag Salute

2.   Roll Call and Recognition of Guests

3.   Public Comments/Questions

4.   Special Guest Presenter – Terri Peralta, City of Barstow

5.   Consent Items:      Minutes – April 23rd, 2018
                               Financial Reports – April of 2018

6.   Correspondence

7.   Parks:         Barstow Heights:       Safety Check List and Ground Squirrels
                                      Shade Cover Project (review upon completion)
                                                            Trash Cans - 3 additional (in progress)
                                                            Solar Lighting - for the basketball court (in progress)
                                                            Pepper Trees (both are alive and well)!

                         Venner Park:              Safety Check List

8.   Office Building & Compound         Bi-monthly Yard Clean-up

9.   Capital Improvements – Restrooms (FY 2018-19)?

10.  2018-19 Budget Workshop

11.  General Manager’s Report

12.  Directors’ Reports

13.  Bills:          Edison - $ 116.41                                Terminix - $46.00                   
                        Frontier Communications - $99.44    

14.  New Business

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


16.  Adjournment

Wednesday, April 25, 2018

Minutes from 3/26/18 Meeting (approved 4/23/18)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, March 26th, 2018

President Jacobs called the meeting to order at 6:02 PM and Director Low led the group in the flag salute. Three of five directors were present (Jacobs, Schendel, and Low). Directors Stapp and Hayhurst were unable to attend. There were no guests in attendance.

President Jacobs reminded the board that the Countywide Plan Survey was due in just a few days (by 3/30). President Jacobs clarified that the purpose of the survey is to give the County some input for their long-range planning. The Secretary gave another printed copy of the survey to Director Low.

The consent items were reviewed. Director Schendel motioned to accept the minutes of the February 26th, 2018 meeting, along with the financial reports for February of 2018, as presented. Director Low seconded the motion. The motion carried unanimously.

The correspondence file was passed around for review. A bid from JDR Construction (to install solar lighting by the basketball court at Barstow Heights Park), had just been received and was included in the file. President Jacobs recommended that the item be added to next month’s agenda for further consideration when more Directors are expected to be present.

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. The report stated that new shade structures were in the process of being installed. President Jacobs informed the board that there were a few issues currently causing the project to slow. The contractor had never been out to the actual site to inspect it ahead of time (as Director Stapp had suggested and requested), so the shade canopies were engineered to be installed on a flat landscape and therefore, the installers were unprepared to deal with the grade they encountered once on site (at Venner Park). Some parts of the structure had to be returned to the manufacturer to be modified, to ensure that the poles would fit at the correct height. This also meant that a County inspector would now be required to come to the site to approve the adjusted site plans, as well. The secretary posted signs requesting that the public stay out of the fenced in areas for their safety, once she realized that the project was going to take longer than the 5-7 days that had been expected. President Jacobs reported that the ground squirrels continue to be under control, but he anticipated possibly seeing more of them as soon as the weather starts to warm up again. The dead pepper tree was discussed. The secretary confirmed that the landscaper had come by to inspect the tree a few weeks prior; but was uncertain how soon it would be replaced. She believed that the new tree was still on order. She then reported that Unique Landscaping had been at the office to clean up the yard outside the office building on Friday afternoon 3/16. The weeding was a big job and took several hours, since it hadn’t been done for a while. When asked about the trash cans, the secretary reported that she had confirmed with John Rowe that he does still have the 3 left-over pedestal mounts, so the three trash cans can now be ordered, minus the need to order the mounts.

Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. The report stated that the new shade structures were in the process of being installed. President Jacobs reported that the missing blue caps that needed replacing (up high on top of the fitness equipment/poles) at Venner Park, were there again. The Secretary had been researching where to get the replacement caps, but then they had mysteriously reappeared back in place about three weeks prior. She suspected that either a City grounds-keeper or possibly whoever might have taken them in the first place was responsible for replacing them. 

The general manager reported that after several weeks of experiencing technical difficulties with the DIR website (Department of Industrial Relations), she finally had success submitting the form PWC-100 for the shade canopy project on 3/21. The “ShredYourDocs” company had come to the office on 3/15 and shredded 15 boxes of old documents. She reported that she was currently working on re-submitting the SCR (State Controller’s Report) and mailing the form 700’s to the County (that are due in the coming week). Lastly, she reported that she had been receiving a lot of phone calls from the public inquiring when the parks would be open again. She reported telling people that the goal and the plan was for construction to be done and the playgrounds open again by Easter weekend (Friday 3/30), but she couldn’t promise that for certain.

President Jacobs asked if there were any directors reports. There was nothing more to report.

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 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, April 23rd at 6:00 PM. The meeting adjourned at 6:27 PM.

Submitted by:               
Jen Rubio
Secretary/General Manager

Thursday, April 19, 2018

Agenda for 4/23/18 Board Meeting

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, April 23rd, 2018 - 6:00 PM


1.   Call to Order and Flag Salute

2.   Roll Call and Recognition of Guests

3.   Public Comments/Questions

4.   Election of Board Officers

5.   Consent Items:      Minutes – March 26th, 2018
                               Financial Reports – March of 2018

6.   Correspondence

7.   Parks:         Barstow Heights:       Safety Check List and Ground Squirrels
                                      Shade Cover Project (update)
                                                            Trash Cans - 3 additional (prices confirmed)
                                                            Solar Lighting - for the basketball court (new bid)
                                                            Pepper Trees

                        Venner Park:               Safety Check List

8.   Office Building & Compound

9.  General Manager’s Report

10.  Directors’ Reports

11.  Bills:          Edison - $ 116.41                                Terminix - $46.00                   
                        Frontier Communications - $99.44      Petty Cash - $100.00

12.  New Business

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

14.  Adjournment


Thursday, March 29, 2018

Our playgrounds are open again!

Barstow Heights Community Services District
is excited to announce that...

Our playgrounds at both parks
are open to the public again!!
Just in time for Easter weekend and
Spring Break! (for B.U.S.D. schools).

We'd like to THANK YOU for your patience,
as the playground areas at both of our parks
were under construction and had been closed
for a few weeks more than we had anticipated.

We are thrilled about the addition of three beautiful
NEW shade structures! (2 at Venner park, and 1 at Barstow 
Heights Park). As the hot days of summer approach, we are
happy to know that kids in our community will be able to
enjoy much cooler playground areas, even during the
hottest parts of the day.

Please enjoy and have a Happy (and Safe!) Easter!!

 (Barstow Heights Park, located on the corner of H Street and Rimrock Rd.)

 (another view of Barstow Heights Park, located on the corner of H Street and Rimrock Rd.) 

(photo taken last week, while construction was still in progress at
Venner Park, located on the corner of K Street and Panamint Rd.)

Tuesday, March 27, 2018

Minutes from 2/26/18 Meeting (approved 3/26/18)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, February 26th, 2018

President Jacobs called the meeting to order at 6:00 PM and Director Stapp led the group in the flag salute. All five directors were present (Jacobs, Schendel, Stapp, Hayhurst, and Low). There was one guest, Bill Little, County Roads Supervisor, in attendance.

Mr. Bill Little presented information to the Board about the upcoming road improvements planned in the Barstow Heights community. The road work is expected to begin May 14th and continue through June 28th. Mr. Little gave out flyers that explain the “chip sealing” process in detail. The flyers also list the specific streets and stretches of roadway that will be improved. Residents can expect some delays when driving through the road construction zones and are asked to please drive with extra caution and obey the 35 MPH speed limit. The secretary will have additional flyers available for residents to pick up from her office and will be sharing all of the information about the project given by Mr. Little, on the District’s website and Facebook page. The Board thanked Mr. Little and he left the meeting at 6:12 PM.

The Countywide Plan Survey was discussed. The Board agreed that they’d like to participate in the survey as individuals.

Form 700 was addressed. The Director’s reviewed and signed each of their forms so the secretary can submit them to the County.

The consent items were reviewed. Director Stapp motioned to accept the minutes of the January 22nd, 2018 meeting, along with the financial reports for January of 2018, as presented. Director Schendel seconded the motion. The motion carried unanimously.

The correspondence file was passed around for review.

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. The report did state that the City had aerated the turf in both directions. President Jacobs reported that the ground squirrels continue to be under control. There was no new progress to report on the other dead pepper tree, other than the secretary had just received an email from Unique Landscaping, lettering her know that they would check it out again over the weekend and get back to her. President Jacobs reminded the Board of the need for at least three more trash cans, one near the south exit of the park and another two to replace the 55-gallon metal drum cans (that tip over easily) near the restrooms and basketball court at BHP. The secretary will ask John Rowe if he still has the three pedestal mounts that were unused and left-over from the most recent installs. Director Schendel motioned that the Board approve the purchase of three more trash cans, including the additional costs for three trash can liners and the installation, once they arrive. Director Stapp seconded the motion. The motion carried unanimously.

Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. The report stated that the City had aerated the turf in two different directions. Director Stapp had good news to report to the board about the shade cover project (two canopies to cover the playground areas at Venner Park and one to shade the playground at BHP). The installation is now set to begin on Wednesday, March 7th. The project is expected to take approximately 5-7 days to be completed. The secretary was asked for an update on the missing caps that need replacing (up high on top of the fitness equipment/poles) at Venner park. She reported that Mark Gerardi doesn’t have the information needed to get those parts ordered, so it will now be up to her to research and find the model numbers necessary to get the replacement parts ordered.

There was nothing new to report or discuss about the office building and compound.

The need to hire an Auditor for the FY 2017-18 was discussed. The board agreed that they would like to stay with the auditing firm the District has utilized for the most recent two years, The Pun Group, LLP. The secretary was directed to sign the engagement letter from The Pun Group, once she receives it.

The safety review report was read aloud by Director Stapp. President Jacobs motioned to approve the safety review report as presented. Director Low seconded the motion. The motion carried unanimously. The secretary will mail a copy of the report to SDRMA, as is the usual procedure.

The general manager reported that the ShredYourDocs company will be coming to dispose of old boxes of files on Thursday 3/15. She then reminded the Directors that a few of them still need to complete their ethics compliance training courses online by March 15th. She also reminded the Directors to please deposit their checks before the end of each month when possible, to make it easier for the accountant to reconcile the checking account monthly.

President Jacobs asked if there were any directors reports. Director Hayhurst asked the secretary to get an estimate or two to have the yardwork done and kept up monthly around the office. Director Stapp mentioned that once the shade canopy project is completed, he would like to see a few more projects addressed, including possibly the sidewalks that have been discussed before, as well as, maybe some new playground equipment. President Jacobs recommended that the public be reminded to pick up their mail asap and before dark, due to the recent mail theft problem that has increased in the area in recent months.

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, March 26th at 6:00 PM. The meeting adjourned at 7:00 PM.

Submitted by:
Jen Rubio
Secretary/General Manager

Friday, March 23, 2018

Agenda for 3/26/18 Board Meeting

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, March 26th, 2018 - 6:00 PM


1.   Call to Order and Flag Salute

2.   Roll Call and Recognition of Guests

3.   Public Comments/Questions

4.   Countywide Plan Survey (due by 3/30)

5.   Consent Items:      Minutes – February 26th, 2018
                               Financial Reports – February of 2018

6.   Correspondence

7.   Parks:         Barstow Heights:       Safety Check List and Ground Squirrels
                                      Shade Cover Project (playground areas of both parks)
                                                                        Update on PWC-100 Form
                                                            Pepper Trees

                        Venner Park:               Safety Check List

8.   Office Building & Compound

9.  General Manager’s Report

10.  Directors’ Reports

11.  Bills:          Edison - $ 112.63                                Terminix - $46.00                   
                        Frontier Communications - $90.25     The Pun Group - $500.00 (invoice #111441)
                        Shred Your Docs - $117.50                 Unique Landscaping - $200 (office clean up)
  Stewart's Business & Tax Service - $150.00 (quarterly accounting services)

12.  New Business

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


14.  Adjournment


Wednesday, February 28, 2018

Minutes from 1/22/18 Meeting (approved 2/26/18)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, January 22nd, 2018

President Jacobs called the meeting to order at 6:01 PM and Director Schendel 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 Stapp motioned to accept the minutes of the November 27th, 2017 meeting, along with the financial reports for November and December of 2017, as presented. Director Low seconded the motion. The motion carried unanimously.

The correspondence file was offered for review. President Jacobs called attention to the Christmas cards received from various agencies that the district does business with.

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. The report stated that the City provided five new inserts (plastic liners) for the new trash can receptacles recently installed by JDR Construction. President Jacobs reported that the ground squirrels continue to be controlled. President Jacobs also reported that the City of Barstow had remedied the rust problem on the metal foundation plates that support the picnic canopies. The City sanded the plates and sealed them to prevent future corrosion. The pepper tree that had been replaced three weeks prior was discussed. There was some uncertainty about which of the two trees had been the dead tree, until Director Low confirmed that Unique Landscaping did in fact replace the correct tree. Unfortunately, the other pepper tree that had been healthy a few weeks prior, was now currently dead also. The Secretary will report it to Unique Landscaping. The need for two more trash cans, one near the south exit of the park and another one to replace the 55-gallon metal drum can (that tips over easily) near the restrooms at BHP, was discussed. President Jacobs informed the board that there were three left-over pedestal mounts for the trash cans, since a few of the cans were able to be bolted into a cement slab foundation instead. The Board will discuss the need for more trash cans again next month.

Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. The report stated that the City provided ten more new inserts (plastic liners) for the new trash can receptacles recently installed by JDR Construction. Director Hayhurst reminded the secretary about the safety issue at Venner park that she had been made aware of when she had been visiting the office the week prior. The secretary had received a message on the office answering machine from an unknown resident who let us know that a piece of metal re-bar was sticking out from a plastic bridge (part of the children’s playground equipment). The secretary called Mark Gerardi to inform him right away and his crew found and fixed the issue immediately. She will talk to Mr. Gerardi again about the two missing caps on the exercise equipment that need replacing.

Director Stapp updated the board about the most recent progress made on the shade cover project (two canopies to cover the playground areas at Venner Park and one to shade the playground at BHP). He’s now working with the third representative of the company put in charge of the project. The color choices were emailed by the secretary (again) to the newest project manager. After several weeks of email correspondence, Director Stapp was reassured last Friday (1/19) that the permits were finally approved by the County and that APC Play had begun the construction of the structures. The construction process is expected to take approximately 4-6 weeks, and then the install is expected to be scheduled to happen in mid-March.

The need to have the old concrete trash cans removed (9 at Venner park and 4 at BHP) was discussed. The excessive weight of the trash cans means they can’t just be hauled away easily and will require the use of heavy-lifting equipment. The Board reviewed the estimate from John Rowe to remove and dispose of all of them. Director Hayhurst motioned to approve the bid to remove all 13 concrete trash cans and hire JDR Construction to do the job for $2,200. President Jacobs seconded the motion. A few more ideas and options were discussed. The motion passed with 4 votes in favor and 1 against.

The office building and compound were addressed. The secretary reported and showed the board that the kitchen renovations were now complete, including new linoleum flooring that had just been installed two weeks prior. A few small touch-up items still need to be addressed, including the painted wood-trim border on one counter that was missing and the door to the hallway that needs painting, but overall, everyone was pleased with the updated look of the kitchen. She also reported that Director Hayhurst had come to the office the week prior to help her sort through the old boxes of files that had been stacked and stored in the hallway. A few (very few) things of historical interest were saved, but most of it can and should be disposed of. The secretary will be hiring Shred Your Docs to come and shred approximately ten boxes full of paperwork at very minimal cost.

The general manager updated the board about her recent meeting with the accountant and what needed to be done to reconcile a few checks that had remained uncashed by the directors. She also reported that the 1099 (for one director) and 1096 forms that required filing by the end of January were going to be handled and submitted by Stewart’s Business and Tax Service. Options for designing and printing up new official district letterhead were discussed. She also reminded the Directors that four of them need to complete their ethics compliance training courses online by March 15th.

President Jacobs asked if the directors had anything more to report. Director Schendel reported that potholes on his street had been filled and fixed recently. Director Stapp reported that County road crews had been working on his street also. He went out and talked with them and learned that there are two different crews; one that fills in all the smaller cracks that are 1-3 inches in size with hot tar, and another crew that fills in the larger cracks/holes. The larger repairs require more time to fix. The crew is on a rotating schedule, where they do as much as they can in the Heights for a week or two, and then are assigned to other areas in the County, before coming back about 4-6 weeks later to do more work in the Heights. Director Hayhurst confirmed that she had also been told again that the upper heights can expect to get some much-needed chip sealing done by April or May. She was also anticipating that the water company will be ready to remove the water tower in front of the office building near the end of the year. President Jacobs confirmed that the new water lines up near his home had been installed and tested and are ready for service. The construction of a new water tank at the top of the Heights is still in progress, but its completion is also expected by the end of the year.

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, February 26th at 6:00 PM. The meeting adjourned at 7:04 PM.

Submitted by:
Jen Rubio
Secretary/General Manager