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!

Tuesday, August 29, 2017

Minutes from 7/24/17 Meeting (approved 8/28/17)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, July 24th, 2017

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

The consent items were reviewed. Presidents Jacobs motioned to accept the minutes of the June 19th, 2017 meeting, along with the financial reports for June of 2017, as presented. Director Low seconded the motion. The motion carried unanimously.

The correspondence file was offered for review. President Jacobs shared a letter from LAFCO informing the district that their office is moving to a new location in San Bernardino. He also presented a five-page letter just received from the San Manuel Band of Mission Indians. He volunteered to read and study it further, then bring it back to the next board meeting for further discussion and consideration.

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 specify that the park had recently been fertilized with nitra king fertilizer. President Jacobs reported that he continues to keep the ground squirrels under control and that there haven’t been very many new holes to deal with.

The secretary had no new information from Unique Landscaping regarding the pepper tree planting job. The two new trees were still “on order” but expected to arrive for planting very soon.

The bid received for the installation of a new street lamp near the basketball court (Bid 02-17) was discussed. The price of the project was much higher than anticipated, and the board agreed that they’d like to look in to other possibilities (like solar lighting perhaps), before hiring anyone for the job. President Jacobs motioned to decline the only bid received. Director Stapp seconded the motion. The motion carried unanimously. President Jacobs reported that the secretary had received another bid that morning for installing outdoor lighting, but because that bid hadn’t arrived by the required deadline, it could not be considered. There was also uncertainty as to whether or not the estimate included “prevailing wages” in their pricing, as is required by law. The Secretary will follow up with the bidder for more information and will ask both bidders if they would be interested in submitting new proposals that can include more affordable solar lighting options, instead of electric.

Director Stapp updated the board that the worn-out net on the basketball court at Barstow Heights Park that he had reported on last month had been replaced. He had intended to purchase and replace the net himself, but discovered that it had already been done. The person who replaced the net was unknown, so the secretary will ask Mark Gerardi with the City of Barstow if he knows who might have replaced it (a City employee or a good Samaritan perhaps?) to try to solve the mystery.

Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues reported.

Director Stapp updated the board regarding progress on the shade cover project (three canopies to shade the playground equipment at both parks). Since the plot plan of Venner Park was recently completed, the secretary now needs to know what size and format (hard copy or digital) is needed to send the plot plan on to the shade cover company so the project can move forward.

The new trash cans that are needed at both parks were addressed next. The board discussed the current cost of ordering 22 new trash cans (9 at BHP and 13 at Venner), which would total $8,360 plus the cost of freight and tax (which was estimated to be approximately $800-1000). The secretary will first need to get permission from the City of Barstow to ship to, unload, and store them at the City warehouse like had been done before (and since a forklift is required to unload them). Director Stapp motioned to approve the purchase of the 22 trash cans for $8,360 plus the cost of freight and taxes. Director Low seconded the motion. The motion carried unanimously. The board will discuss who they might hire to install the trash cans at the next regular meeting when more directors are present.

The office building and compound were addressed next. There was no new progress on the kitchen renovation job to report. The secretary did report that Unique Landscape had been at the office on Monday afternoon 7/17 and had worked for 2.5 hours to remove all the weeds, replace 12 plants that were dead, re-set the sprinkler timer, and instructed her how to gradually reduce the water settings as the weather begins to cool, to prevent the new plants from freezing or being overwatered.

The board briefly discussed the letter received from the San Bernardino County CSDA regarding a legal issue involving LAFCO. The director’s agreed that the item was of importance simply to help them stay educated and informed, then determined that no response or action was necessary.

Further review of the list of long range plans was postponed until when more directors are present.

The general manager reported that in addition to being excited about the new landscaping outside the office building that looks great again, she was also very happy to get the new computer system up and running finally. Her husband Jose, who knows a lot about computers, assisted her in making that happen. They purchased an external hard drive from Walmart and saved all the old files to it, so she still has access to any of the old documents she might need to utilize on the new computer. She will also continue to use the external hard drive to back-up her current files monthly. She will keep the external hard drive stored with her off-site, so that the district will always have access to most of its critical documents in case a fire or other emergency makes access to the office computer impossible. The secretary was directed to take herself and her husband out to dinner at the district’s expense, to thank them for the extra hours they both spent working to get the new computer set up.

President Jacobs asked for any directors’ reports. Director Stapp shared his concerns that the roads are getting bad again (large cracks and potholes) and would like more information about if/when there are any plans being made by the county to do some repairs. The Secretary will send an email to Bill Little to ask about it and will begin drafting a letter to the County Board of Supervisors Representative to request that more attention be paid to improving the condition of the roads in Barstow Heights.

President Jacobs asked the secretary if there were any additional bills to be presented. She indicated that there was one that had just arrived; a bill from Unique Landscaping for $400 (invoice #8906). Director Stapp 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, August 28th at 6:00 PM. The meeting adjourned at 7:02 PM.

Submitted by:
Jen Rubio
Secretary/General Manager

Friday, August 25, 2017

Agenda for 8/28 Board Meeting

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, August 28th, 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 – July 24th, 2017
                             Financial Reports – July of 2017

5.   Correspondence

6.   Parks:         Barstow Heights:     Safety Check List and Ground Squirrels
                                                      Pepper Tree Planting (done)
                                                      Bid 02-17 Street Light (solar options?)

                        Venner Park:          Safety Check List
                                 Shade Covers (playground areas of both parks)
                                 Trash Cans (both parks)

7.   Office Building & Compound

8.   Letter received from the San Manuel Band of Mission Indians (review)

9.   New Policy – Best Practices for “Capitalization Thresholds for Capital Assets”

10.  Water Conservation

11.  Safety Review Report

12.  General Manager’s Report

13.  Directors’ Reports

14.  Bills:          Edison - $106.25                     Terminix - $44.00                                
                        City of Barstow - $93.00          Frontier Communications - $89.49    
                        Stewart’s - $100.00                 Merrell Johnson Engineering - $349.50

15.  New Business

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

17.  Adjournment