Friday, February 23, 2018

Agenda for 2/26/18 Board Meeting

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, February 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

5.   Form 700

6.   Consent Items:      Minutes – January 22nd, 2018
                               Financial Reports – January of 2018

7.   Correspondence

8.   Parks:         Barstow Heights:         Safety Check List and Ground Squirrels
                                                              Pepper Trees

                        Venner Park:               Safety Check List
                                      Shade Cover Project (playground areas of both parks)

9.   Office Building & Compound:        Kitchen Renovations

10.  New Auditor for FY 2017-18

11.  Safety Review Report (for SDRMA)

12.  General Manager’s Report

13.  Directors’ Reports

14.  Bills:          Edison - $ 122.69                                Terminix - $44.00                    
                        Frontier Communications - $90.14
                        Stewart's Business & Tax Service - $25.00 (1099 preparation)

15.  New Business

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

17.  Adjournment


Thursday, February 22, 2018

Board Meeting Invitation!

Attention residents of Barstow Heights!

The County Roads Supervisor, Bill Little, will be attending our next Board Meeting (Monday 2/26 at 6pm) to pass out flyers and share information about the upcoming
road work that is expected to begin May 5th and continue through the middle or end of June 2018. The County will be doing a full chip seal on EVERY County-owned road in the Heights, (even the East-West streets), with the exceptions being the most recently improved small stretches of roads on Rimrock Road, H Street, and L Street. It's been at least 10-12 years since this much road work (on such a large scale at once) has been done up here, and we are really looking forward to this improvement.

We invite the public to join us at the meeting for more information! Those who attend will have the opportunity to ask Bill Little any questions they might have in-person. We hope to see you all here at 6pm on Monday 2/26 in our Community Building, located behind the water tower on the corner of H Street and Rimrock Road.
  

Tuesday, January 23, 2018

Minutes from 11/27/17 Meeting (approved 1/22/18)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, November 27th, 2017

President Jacobs called the meeting to order at 6:01 PM and Director Low 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 secretary called the auditor, Paul Kaymark, and put him on speaker phone so all the directors could hear and communicate with him at the same time. Director Hayhurst began by asking the auditor if he recommended that an MD & A (management, discussion, and analysis) report be written. The auditor responded that the first two statements shown in the audit report, including the balance sheet, offer an adequate comparison between the most recent two years, and therefore, should suffice as a total summary, due to the small size of the district. He concluded that no additional written reports were necessary. The auditor reported that after having visited the secretary at the office to observe office procedures, and having reviewed all the required receipts and documentation, he was happy to give the district a clean audit for the fiscal year of 2016-17. When asked for his recommendation, the auditor also suggested that the district continue to maintain a reserve of funds, large enough to cover operating expenses for 2-3 years. Director Hayhurst motioned to accept the audit report for FY 2016-17, as drafted and presented. Director Low seconded the motion. The motion carried unanimously.

The consent items were reviewed. President Jacobs motioned to accept the minutes of the October 23rd, 2017 meeting, along with the financial reports for October of 2017, as presented. Director Stapp seconded the motion. The motion carried unanimously.

The correspondence file was offered for review. The secretary called the board’s attention to a flyer promoting a training workshop offered by the CSDA and LAFCO on Thursday 12/7 in Rialto, CA. She informed that board that she was interested in attending the free workshop regarding “Technology and the Public Records Act.” The board agreed that she should plan to attend.

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 turf had recently been aerated. President Jacobs reported that the ground squirrels continue to be controlled.

President Jacobs reported that he had talked to another contractor in town and had given him the spec sheet for the street lamp installation project and that the secretary had mailed another copy to Zapp Electric also, but no new proposals had been received. The secretary recently learned that JDR Construction might also be interested in the job, so she will get the specs sent to John Rowe as well.

The secretary reported that Unique Landscaping had replied to her email request for an update and that a new pepper tree to replace the dead one had been ordered and was expected to arrive within a few weeks. Director Stapp then reported that he and President Jacobs had replaced the basketball nets at Barstow Heights Park last month, but then he had just noticed as he was arriving for the meeting, that they now appear to be falling off again. He will fix/adjust them and continue to check up on them. President Jacobs then reported that Director Stapp had also discovered that many of the foundational metal plates/support pads that the framework of the first set of shade canopies were built upon, are rusted and seriously corroding. The plates are bolted into the concrete, so perhaps the corrosion can be cleaned up and a water-proof protective coating of some kind can be applied to preserve them.

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 state that the turf had recently been aerated. It also noted that brick pillars in the picnic area were painted to match the restrooms, due to some recent graffiti that needed covering. The secretary will make sure that Mark Gerardi knows about the two poles in the fitness area that are missing their caps and thus, need replacing also.

Director Stapp updated the board about what he had most recently been told regarding the shade cover project (three canopies to shade the playground equipment at both parks). The contractor was currently still working with the County to get the permits approved.

President Jacobs reported that the trash cans are expected to arrive during either the first or second week of December. The plan was still that once delivered to JDR Construction, President Jacobs will contact the City and meet up with one of the groundskeepers to coordinate and mark where the trash cans will go, taking into consideration where the sprinkler lines are located, so John Rowe can avoid them during installation. The secretary will also inquire with Mark Gerardi about the missing trees and bushes that were supposed to be replaced at Venner park.

The office building and compound were addressed next. The secretary reported (and the board could see) that the new countertops had been installed beautifully (a lighter shade of quartz instead of granite). The plumbing underneath the sink would need to be re-done completely since the old plumbing was so old and corroded. She anticipated that the sanding, painting, and new hardware on the cabinets, as well as, new lights/electrical, and new flooring will be completed within the next month, most likely before Christmas. The secretary will ask John Rowe about the possibility of adding an on-demand electric (220 unit) water heater under the sink and find out how much that would cost.

The general manager had nothing new to report that hadn’t already been discussed.

President Jacobs asked for the directors’ reports. Director Hayhurst reported that she had recently attended the dinner and program hosted by the Association of the San Bernardino County Special Districts in Hesperia, where Assemblyman Jay Obernolte was the speaker. She was very impressed with him and enjoyed the evening. She had also just received a notice from the water company about the new pipeline that was being laid to connect the new water tank (South of Linda Vista Avenue) starting November 27th. The work was expected to continue through the end of December. Director Hayhurst reminded everyone about the City of Barstow tree lighting that was coming up and Director Low reminded everyone about the festival of lights and learning coming up at Barstow College also. Director Schendel mentioned some details about   a house that needed reporting to code enforcement.

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 Schendel 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, January 22nd at 6:00 PM. The meeting adjourned at 6:57 PM.

Submitted by:          
Jen Rubio
Secretary/General Manager


Wednesday, January 17, 2018

Agenda for 1/22 Board Meeting

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, January 22nd, 2018 - 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 – November 27th, 2017
                               Financial Reports – November and December of 2017

5.   Correspondence

6.   Parks:         Barstow Heights:       Safety Check List and Ground Squirrels
                                                            Pepper Tree (replaced 3 weeks ago)
                                                            One more new trash can (by the exit/south gate)

                        Venner Park:             Safety Check List
                                    Shade Cover Project (playground areas of both parks)
                                    Trash Cans installed
                                    Removal of 13 concrete trash cans (9 Venner, 4 BHP)

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

8.   General Manager’s Report

9.  Directors’ Reports

10.  Bills:         Edison - $90.78 (Dec.)                         Edison - $126.58 (Jan.)
  Terminix - $44.00 (Dec.)                     Terminix - $44.00 (Jan.)                      
                        Frontier Comm. - $89.98 (Dec.)          Frontier Comm. - $90.08 (Jan.)
                        Stewart's Business & Tax Service - $150.00 (accounting/paid quarterly)
                        Jennifer Rubio - $141.92 (reimburse for two pack of printer ink cartridges)
                        Jennifer Rubio - $254.00 (reimburse for CSDA 2018 annual membership fee)

11.  New Business

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

13.  Adjournment


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