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


Thursday, August 24, 2017

Road Work Begins Monday 8/28!



Residents and those driving through the Heights,
you may already be aware that Road Work
is set to begin on Monday, August 28th!

We have been informed that the work will be performed on
the County sections of Rimrock Road, H Street, and L Street.

The road work is expected to continue on
through September 26th (and maybe longer).

PLEASE slow down and
be extra cautious while driving
to ensure the safety of others!

You can expect some slowing and delays wherever the
road crews are. Needless to say, it may also be a good idea
to leave earlier than you normally do if you have
somewhere important to be at a set time.

Tuesday, August 8, 2017

Minutes from 6/19/17 Meeting (approved 7/24/17)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, June 19th, 2017

President Jacobs called the meeting to order at 6:02 PM and the Secretary led the group in the flag salute. All Directors (Jacobs, Schendel, Stapp, and Hayhurst) were present. There was one guest attending, the soon-to-be Director, Gene Low. Mr. Low repeated the “oath of office,” and was sworn in by the Secretary as the newest member of the Board of Directors, as appointed in lieu of election by the County Board of Supervisors. Director Low then took his seat at the table up front alongside the other Directors and was congratulated and welcomed to the Board.

The consent items were reviewed. Director Stapp motioned to accept the minutes of the May 22nd, 2017 meeting, along with the financial reports for May of 2017, as presented. Director Hayhurst seconded the motion. The motion was approved 4-0, with Director Low abstaining from the vote. Director Hayhurst will review and add her signature to the newest reconciliation forms prepared by the accountant.

The correspondence file was offered for review. President Jacobs shared the letter and forms from CSDA regarding its election of new officers. The Board opted not to cast a vote.

Barstow Heights Park was addressed. The safety check list from the City was reviewed. There were no new safety, or maintenance issues listed. President Jacobs reported that the ground squirrels are under control.

The Secretary had no new information from Unique Landscaping regarding the pepper tree planting job. The trees had been “on order” for a few weeks and they were still waiting for them to arrive before the job could be scheduled and completed. The Secretary also reported that bid sheets for bid 02-17 (new street lamps) had been mailed out to 14 contractors/potential bidders. All bids are due by noon on Tuesday, 7/18, so the Board will be able to review them at the July 24th regular meeting. Director Hayhurst reported her concern about the growing number of weeds outside and around the office building. The Secretary was directed to hire someone to clean up the weeds to address that problem immediately. Director Stapp then reported his recent discovery that a basketball net at Barstow Heights Park was worn out and in shreds. He volunteered to replace it later during the week, and might also buy a few spare nets, to be ready for the next time one needs replacing.

Venner Park was addressed. The safety check list from the City was reviewed. There were no new safety, or maintenance issues reported, but the list did state that the broken concrete and roots that were reported last month had been demolished and removed, and that 160 square feet of concrete had been re-poured to replace the effected sidewalk. The City is also working with Unique Landcaping to replace some plants and a tree.

Director Stapp had nothing new to report regarding the shade covers since the project will have to wait until the completed plot plan of Venner Park is received. The Secretary was asked if she had any updates from the engineering company. She reported that she hadn’t heard anything from them yet, but had just received a bill (believed to be just a partial bill for the surveying already done). The need for new trash cans, especially at Venner Park, was discussed next. President Jacobs shared the maps/diagrams he had drawn up of both parks so the Board could determine the exact number and locations where they wanted the new trash cans to go. They agreed that each canopy at Venner Park needs at least three new trash cans, and that the three already existing concrete trash cans there should also be removed and replaced. According to the Board’s estimate, the job might include as many as 22 new trash cans total that would need to be purchased and installed at both parks.

The office building and compound were addressed next. There was no new progress on the kitchen renovations as re-estimates are still in the works. Further review of the list of long range plans was postponed again.

The General Manager reported that the accountant had been at the office again that prior week and that all of the financials were once again up to date. Director Hayhurst asked a few questions regarding some numbers in the reconciliation file that she now reviews and signs off on every month, and they discussed that briefly.

President Jacobs asked if there were any Directors’ reports. Director Hayhurst suggested that “water conservation,” be added as an agenda item (perhaps for the September meeting), so the Board can discuss any turf/drought concerns or ideas that might be considered to ensure that the District continues doing all it can to help conserve water.

President Jacobs asked the Secretary if there were any additional bills to be presented. She indicated that there were two that had just arrived; a bill from the City of Barstow for $1,400.00 (concrete at Venner Park), and another bill from State Compensation Insurance Fund for $1,215.89 (final 2016 premium). Director Low motioned to pay all of the bills, as presented. Director Schendel seconded the motion. The motion carried unanimously.

There was no new business to address, but a closed executive session was requested to address personnel and the Secretary left the meeting at 6:46 PM.

The Secretary returned at 6:57 PM to discuss her annual employee evaluation with the Board. The meeting then reconvened at 7:01 PM. President Jacobs motioned to increase the General Manager/Secretary’s pay by fifty cents an hour starting July 1st, 2017. Director Hayhurst seconded the motion. The motion carried unanimously.

The next regular meeting was scheduled for Monday, July 24th at 6:00 PM.
The meeting adjourned at 7:05 PM.

Submitted by: 
Jen Rubio
Secretary/General Manager

Thursday, July 20, 2017

Agenda for 7/24 Board Meeting

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, July 24th, 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 – June 19th, 2017
                              Financial Reports – June of 2017

5.   Correspondence

6.   Parks:       Barstow Heights:     Safety Check List and Ground Squirrels
                                                            Pepper Tree Planting
                                                            Bid 02-17 Street Light

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

7.   Office Building & Compound:     Kitchen Renovations
                                                                Weed Removal and New Plants (done)

8.   Letter received from SBCSDA (regarding LAFCO legal issues)

9.   Long Range Plans

10.  General Manager’s Report

11.  Directors’ Reports

12.  Bills:        Edison - $103.21                                
                        Terminix - $44.00                              
                        Frontier Communications - $89.61
                        Merrell Johnson Engineering - $1790.50
                        S.B. County Treasurer - $58.16 (annual LAFCO fee)

13.  New Business

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

15.  Adjournment

Tuesday, June 20, 2017

Minutes from 5/22/17 Meeting (approved 6/19/17)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, May 22nd, 2017
President Jacobs called the meeting to order at 6:01 PM and Director Stapp led the group in the flag salute. All four Directors (Jacobs, Schendel, Stapp, and Hayhurst) were present. There was one guest attending, future Director, Mr. Gene Low.

The Consent Items were reviewed. The Directors discussed in detail the new format for the Financial Reports as presented (balance sheets printed from QuickBooks), as well as, the new reconciliation procedures that the Auditor had recently instructed the Accountant and Secretary to begin. Starting with the April Financial Reports and going forward, the Accountant and Secretary will meet once every month during the week before each Board Meeting to reconcile all of the accounts. The Accountant will also sign all of the reconciliation forms and a Director (Hayhurst) will also sign each of the forms once they have been reviewed for accuracy. Director Schendel motioned to accept the Minutes of the April 24th, 2017 meeting, along with the Financial Reports for April of 2017, as presented. Director Stapp seconded the motion. The motion carried unanimously.

The Correspondence file was offered for review. President Jacobs pulled out two items that were important enough to discuss. One was the printed email correspondence and record of phone calls the Secretary made to confirm that future Director, Gene Low, had been added to the agenda of the next meeting of the County Board of Supervisors, for their approval. The second item was an email from Merrill Johnson Engineering that confirmed that they had already begun their survey work (for Plot Plan) at Venner Park that very morning.

Barstow Heights Park was addressed. The Safety Check List from the City was reviewed. There was one deficiency reported (broken or missing irrigation rotors). The report clarified that the rotors had just been replaced, after a dry spot of grass near the volleyball area had been noticed and “apparent vandalism of a couple of rotors” was discovered. President Jacobs reported that his battle with the ground squirrels continues. He had recently set off a few gas cartridges outside and around the office building where there had been a few new holes.

The Tree Planting bid from Unique Landscaping was reviewed and discussed. Director Hayhurst motioned to hire Unique Landscaping to plant and install two 36” pepper trees with the deep root watering system included (2 water outputs on each tree), for $1,275 per tree (totaling $2,550). The distance between them and exact locations of each of the two trees will be determined by the neighbors residing next door. The Secretary will also ask the City to NOT ever trim/maintain the trees (unless we ask them to), to allow the trees to grow as full as possible to provide optimal shade and privacy for the residents. Director Schendel seconded the motion. The motion carried unanimously.

Lighting for the East end of the basketball court was addressed. The Board reviewed and discussed the two different bids/proposals that had been received from one electrician to do the job. The Director’s determined that because the scope of the work would be more involved and possibly more costly than originally realized, and because prevailing wages must be paid, that additional bids from more than one contractor/company needed to be sought before a decision could be made. The Board discussed and clarified the specifics they wanted listed on the “Bid Sheet 02-17” that President Jacobs had started writing up. President Jacobs will email the revised and final copy to the Secretary in the coming week and she will print and send them out to as many local contractors as possible, within the next week or two. The bids will be due by July 18th, so they can be considered at the July 24th meeting.

Venner Park was addressed. The Safety Check List from the City was reviewed. There were a few deficiencies noted. Brandon from Unique Landscaping had been contacted to replace two trees and five missing plants, as well as, restore their water supply (broken/missing rotors). John Rowe had also been contacted to repair a broken and lifted sidewalk near one of the picnic areas. He will remove the old concrete and tree roots, and install a new concrete sidewalk as soon as possible. The Board was very pleased to see these issues listed on the report and being addressed.

Director Stapp updated the Board about the progress he’s made on the Shade Cover project that would provide shade over the playground areas at both parks. He sent follow up emails to one company and they responded with photos of completed jobs and a spec sheet regarding the quality of the fabric used on the canopies. These emails were then forwarded on to all of the Directors. Further pursuit of the project will have to wait until the completed plot plan of Venner Park (a job now in progress) is acquired, because the plot plan is needed so that the shade canopy companies can be accurate with their actual final bids. Director Stapp also brought up his new concerns that the trash receptacles at Venner Park are insufficient. He had been informed that on weekends the trash cans are full and over-flowing, which results in a lot of trash being left and scattered all over the park. The Secretary will look up the new/current prices for the same trash cans that were last installed at Barstow Heights Park, and add the item to next month’s agenda, for the board to consider at the next meeting.

The Office Building and Compound were addressed next. The Secretary had nothing new to report about the progress on the kitchen renovations. Re-estimates are still in the works.

The 2017/18 Budget Resolution 2017-2 was addressed. Director Hayhurst motioned to pass the Budget Resolution, as presented. Director Stapp seconded the motion. The Resolution was then approved and adopted by the following roll call vote:

Richard P. Jacobs              Aye
Daryl R. Schendel             Aye
Robert M. Stapp               Aye
Jeanette L. Hayhurst      Aye

The Resolution will be signed and the Secretary will submit copies of it to the County of San Bernardino Auditor/Controller, the Clerk of the Board of Supervisors, and the Auditor, as is the standard procedure.

The Safety Review Report was read aloud by the Safety Coordinator, Director Stapp. President Jacobs motioned to accept the report as presented. Director Schendel seconded the motion. The motion carried unanimously.

The General Manager reported that a date for the new computer system set up had been scheduled.

President Jacobs asked if there were any Directors’ reports. There were two. Director Hayhurst invited all of the Director’s to attend the Hide & Seek River Presentation sponsored by the Daggett Historical Society on June 1st and encouraged them to attend. Director Schendel expressed his concern that the huge cracks in the roads continue to grow larger and suggested that the Board consider taking some sort of action by fall (perhaps writing a letter), if the County doesn’t do something to address it before then.

President Jacobs asked the Secretary if there were any additional bills to be presented. She indicated that there were two that had just arrived; a bill from State Compensation Insurance Fund for $99.11 (workers comp), and another bill from SDRMA for $2,408.50 (prepaid annual insurance premium). Director Schendel motioned to pay all of 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, June 19th at 6:00 PM. The meeting adjourned at 7:23 PM.

Submitted by: 
Jen Rubio
Secretary/General Manager