Friday, November 23, 2018

Agenda for 11/26 Board Meeting

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, November 26th, 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 – October 8th, 2018
                               Financial Reports – (not yet available)

5.   Correspondence

6.   Parks:         Barstow Heights:         Safety Check List and Ground Squirrels
                                                            Trash Can Lids - corrosion

                         Venner Park:              Safety Check List
                                                            Playground Inspections

7.   Office Building & Compound         New Roofing - including fascia boards
                                                            Removal and Reinstall of AC/Heating Unit

8.   Notice of Board Vacancy

9.   General Manager’s Report

10.  Directors’ Reports

11.  Bills:                                                                      Edison - $78.62 (Nov.)
                        Terminix - $46.00 (Oct.)                      Terminix - $46.00 (Nov.)
                        Frontier - $92.53 (Oct.)                       Frontier - $92.57 (Nov.)
                        Al Fierro - $65.00 (Oct.)                      Al Fierro - $65.00 (Nov.)
                        C.S.D.A. - $269.00 (2019 annual fee)
                                   
12.  New Business

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


14.  Adjournment

Thursday, October 11, 2018

Minutes from 8/27/18 Meeting (approved 10/8/18)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, August 27th, 2018

President Stapp called the meeting to order at 6:01 PM and Director Jacobs led the group in the flag salute. All five directors were present (Stapp, Jacobs, Schendel, Hayhurst, and Low). There was one guest, James (Rick) Hoover, a resident of Barstow Heights, in attendance. Mr. Hoover and the secretary presented the board with copies of letters that Mr. Hoover had received from the County of San Bernardino and the City of Barstow. These letters were his evidence and verification that his correct street name on record should be “L Street,” while the U.S. postal service had continued to insist on utilizing “Avenue L” in their computer/records database. This had caused Mr. Hoover difficulty with trying to renew his driver’s license, because the addresses on record weren’t matching and couldn’t be verified by the DMV with the post office. Mr. Hoover wanted to make the board aware of the dispute, in case his research and correspondence to resolve the issue might be of help to other residents. The board thanked him for the useful information and he left the meeting at 6:05 PM.

The consent items were reviewed. Director Low motioned to accept the minutes of the June 25th, 2018 meeting, along with the financial reports for June and July of 2018, as presented. Director Jacobs 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. Director Jacobs continues to keep the ground squirrel population under control. There have been very few of them seen at the park in recent months. Black widow spiders had also been seen in the restrooms at BHP and reported to one of the Directors. The secretary will inform the City, so they will know that they need exterminating.

President Stapp reported that the District had received the final inspection reports from APC Play and copies of them were reviewed and verified. Director Jacobs motioned to approve the inspections, accept the job as completed, and pay the final invoice. Director Hayhurst seconded the motion with special thanks to President Robert M. Stapp for leading the project and dedicating so much of his time to it. Director Jacobs added that he hoped that the board had learned a valuable lesson, in that from now on an in-person site inspection should be required by the board, to avoid all the additional delays that could have been avoided if the shade company had visited the site to know about the elevation changes prior to starting the project. The motion carried unanimously.

President Stapp also reported that the new solar light had been installed. The Directors expressed their disappointment that the solar light wasn’t as bright and didn’t light the area up as well as they had hoped it would. The secretary reported that she had been given a remote control (without instructions) and that perhaps making some adjustments with the remote might be helpful. Director Low volunteered to research the remote control online and learn how it works. Three new trash cans had also been installed. The secretary will be purchasing the three large plastic trash cans from Home Depot this Tuesday to insert and line the metal cans with, just as had been done before.

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 secretary was directed to ask Al Fierro to remove the goat heads that been reported and complained about at Venner Park. The secretary also reported on her progress in contacting Pacific Park and Playground to request an inspection of the playground equipment at both parks. The company was researching the history of the playgrounds (specifically
what had been installed by them prior and when) and then she expects to have an estimate from them for the cost of the inspection by the next meeting. Director Jacobs reported that he had heard from Mark Gerardi concerning the surface rust on the posts of the swing sets at Venner Park. The City did the “hammer test” and determined that the poles are sturdy and safe for now, but that perhaps they could be excavated and painted with a protective coating to prevent future corrosion.

The secretary reported that R. Sanchez Roofing would be coming to the office the next morning to inspect the roof and provide an estimate to replace it. She was directed to ask them to include the cost to replace the fascia boards that are very weathered, as well.

The updated long-range plans list (and potential capital improvements) was discussed briefly. A lot of progress continues to be made as more things continue to be checked off the list.

The safety review report was discussed. Director Low said he was satisfied with what had been written. Director Schendel motioned to accept and approve the safety review report as presented. Director Hayhurst seconded the motion. The motion carried unanimously.

The general manager reported on the finances. She wanted the board to know that she had transferred $50,000 from savings to the checking account on 8/15, to cover the final large check she had written to pay for the shade canopy project. She also reported that Desert Community Bank had waved the small “per check fees” charged due to changes that had occurred when the bank was sold to another larger bank (Flagstar). She asked the board if they wanted to consider adding any amendments or making any changes to the current conflict of interest code/policy, and they agreed that they did not. When asked about the audit, the secretary reported that she had signed the engagement letter months ago but had not yet been asked to provide any more information to them. She was expecting them to contact her again very soon to start the process.

President Stapp asked if there were any directors reports. Director Jacobs encouraged the other board members to stop by the office to check in on the secretary monthly to become more familiar with the work she is doing. Director Hayhurst reported that she had applied as a candidate for the Mojave Water Agency, as well as, for the Barstow Heights CSD. She was able to confirm with the County that she is running unopposed for both positions and that there are no conflict-of-interest issues to be concerned about. Director Schendel expressed his concerns about yard clean-up issues again. The Director’s will bring any addresses to the next meeting that need reporting to code enforcement. Director Low and Director Stapp reported that they had turned in their candidacy applications for the BHCSD Board of Directors by the 8/10 deadline. President Stapp reported about a suspicious car fire in the desert off L street, as well as, the recent potentially deadly snake bite of a resident (with a positive outcome due to his quick response to seek treatment).

President Stapp asked the secretary if there were any additional bills to be presented. She indicated that there were none. Director 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, September 24th at 6:00 PM. The meeting adjourned 7:16 PM.

Submitted by:          Jen Rubio
                                Secretary/General Manager

Friday, September 21, 2018

Agenda for 10/8 Board Meeting

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, October 8th, 2018 - 6:00 PM
(re-scheduled from 9/24/18)

1.   Call to Order and Flag Salute

2.   Roll Call and Recognition of Guests

3.   Public Comments/Questions

4.   Consent Items:      Minutes – August 27th, 2018
                               Financial Reports – August of 2018

5.   Correspondence

6.   Parks:         Barstow Heights:       Safety Check List and Ground Squirrels
                                      Solar Lighting - remote control update
                                                            3 newest Trash Cans - liners are in
                                                            Trash Can Lids - corrosion

                         Venner Park:              Safety Check List and Goat Heads
                                                            Playground Inspections - estimate received

7.   Office Building & Compound         New Roofing - including fascia boards
                                                            Removal and Reinstall of AC/Heating Unit
                                                            Kitchen Renovations - trim molding fixed by Dick Jacobs

8.   General Manager’s Report

9.   Directors’ Reports

10.  Bills:          Edison - $117.24
                        Terminix - $46.00
                        Frontier -$92.13
                        Stewart’s Business & Tax Service - $150.00 (quarterly accounting)
                        Al Fierro - $65.00 (yard work)
                        Cash - $100.00 (petty cash)
                                   
11.  New Business

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

13.  Adjournment

Tuesday, August 28, 2018

Minutes from 6/25/18 Meeting (approved 8/27/18)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, June 25th, 2018

President Stapp called the meeting to order at 6:14 PM and Director Jacobs led the group in the flag salute. All five directors were present (Stapp, Jacobs, Schendel, Hayhurst, and Low). There were no guests in attendance.

The consent items were reviewed. Director Hayhurst motioned to accept the minutes of the May 21st, 2018 meeting, along with the financial reports for May of 2018, as presented. Director Low seconded the motion. The motion carried unanimously, with one Director (Jacobs) abstaining from the vote.

The correspondence file was passed around for review. President Stapp called attention to a letter from Golden State Water Company welcoming the District as new customers. Prior to this, the District office building had been unmetered. In preparation for the removal of the water tower located in front of the building, the water company will now need to measure and charge for any future water usage, even though the amount of water used at the building is very minimal. It had been the water company’s decision in prior years to allow the district office building to remain unmetered.

Barstow Heights Park was addressed. The safety checklist from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. Director Jacobs continues to keep the ground squirrel population under control. He will be stopping by the office building soon to re-stock his supply of gas cartridges that he uses regularly. At 6:22pm the meeting was briefly interrupted by a park guest who opened the door to ask if there was a water spigot nearby that he could use.

President Stapp reported on the completion of the shade cover project. He and the secretary had been corresponding by email with several employees of APC Play in recent weeks. The District had requested signed inspection reports that verify the completion of the project and final approval by the County. As soon as these reports are submitted to the District, the board will review them, and the secretary will pay the 2nd and final invoice. When asked for an update on the three additional new trash cans that had been ordered for BHP, the secretary reported that she hadn’t yet received confirmation of the exact date they are to arrive, but that she did anticipate that they would be shipped to John Rowe very soon. She also reported that John Rowe had received the new solar light and would be installing it the next day. A Director asked if a permit would be required to install the light. She responded, that she didn’t believe it would be, but that she would ask John to be certain about that.

Venner Park was addressed. The safety checklist from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. The secretary will keep trying to get an appointment with Sanchez Roofing for an estimate to perform maintenance on the roof of the office building.

The 2018-19 Budget Resolution 2018-1 was addressed. Director Hayhurst motioned to approve the budget, as presented. Director Schendel seconded the motion. The budget passed unanimously, and the budget resolution was then approved and adopted by the following roll call vote:

Robert M. Stapp, President                Aye
Richard P. Jacobs                                Aye
Daryl R. Schendel                                Aye
Jeanette L. Hayhurst                           Aye
Gene Low                                            Aye

The resolution was then 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 long-range plans list (and potential capital improvements) were discussed. The board agreed that the roof of the office building and new playground equipment would likely be their next priorities. Director Schendel volunteered to oversee the possible restroom upgrades (including doors on the stalls) as well. The secretary was directed to make an appointment with an installation company to come inspect the playground equipment to help determine what pieces are most in need of replacement.

The general manager reported on some of the new questions that arose the week prior regarding Desert Community Bank, which had been bought out by another larger bank, resulting in some unexpected changes including not having received monthly statements for the savings account during the past two months, as well as, small fees per every check written. She reported that she would get answers and have those issues resolved by the next meeting. She then thanked Director Jacobs for his many years of service as the board President and presented him with a thank you card that had been signed by everyone present.

President Stapp asked if there were any directors reports. Director Jacobs reported his concerns about the recent broken window and break-in attempts at his neighbor’s home. Director Hayhurst reminded the secretary to have a new low-flow toilet installed at the office (as had been previously discussed at a prior meeting), once the water tower is removed as is expected by late fall or early winter.

President Stapp asked the secretary if there were any additional bills to be presented. She indicated that there were none. Director Jacobs motioned to pay all the bills, as presented. Director Low seconded the motion. The motion carried unanimously.

The possibility of “going dark” and not holding a meeting during the month of July was discussed. The board agreed that a meeting might be held on the fourth Monday of July (7/23) IF deemed necessary, but unless there is urgent business to handle at that time, the board agreed that the next regular board meeting be scheduled for Monday, August 27th, 2018 at 6:00 PM.

There was no new business to address, but a closed executive session was requested to address personnel and the secretary left the meeting at 7:12 PM.

The secretary returned at 7:20 PM to discuss her annual employee evaluation with the board. The meeting then reconvened to open session at 7:21 PM. The board informed her officially that they had decided to increase her pay by $1 an hour starting July 1st, 2018. She thanked them, and the meeting adjourned 7:22 PM.

Submitted by:           Jen Rubio
Secretary/General Manager

Friday, August 24, 2018

Agenda for 8/27 Board Meeting

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, August 27th, 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 – June 25th, 2018
                               Financial Reports – June and July of 2018

5.   Correspondence

6.   Parks:         Barstow Heights:     Safety Check List and Ground Squirrels
                                    Shade Cover Project (paid final invoice 8/14)
                                    Solar Lighting - for the basketball court (done 7/11)
                                                         Trash Cans - 3 additional (done 8/13)

                         Venner Park:              Safety Check List
                                                            Playground Equipment (both parks?)

7.   Office Building & Compound         Roofing Estimate

8.   Long-range Plans List (and Capital Improvements)

9.   Safety Review Report

10.  General Manager’s Report

11.  Directors’ Reports

12.  Bills:         Edison -           $99.93 (July)                $113.41 (August)
  Terminix -        $46.00 (July)                $46.00 (August)
                        Frontier -         $89.99 (July)                $92.09 (August)
                        Al Fierro -        $65.00 (July)                $65.00 (August)
                        San Bernardino County Treasurer - $173.01 (annual LAFCO fees)
                        Geo Services - $97.00 (water leak repair on 7/17)
                        State Compensation Insurance Fund - $1537.90 (final 2017 premium)
                        Golden State Water Company - $38.85 (first bill)
                       
13.  New Business

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

15.  Adjournment

Wednesday, June 27, 2018

Minutes from 5/21/18 Meeting (approved 6/25/18)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, May 21st, 2018

President Stapp called the meeting to order at 6:00 PM and Director Low led the group in the flag salute. Four of five directors were present (Stapp, Schendel, Hayhurst, and Low). Director Jacobs was unable to attend due to family obligations. There was one guest in attendance, Terri Peralta, who is employed by the City of Barstow as the Robert A. Sessions Memorial Sportspark Supervisor.

Special guest presenter, Terri Peralta, addressed the Board. She thanked the Directors for the great job they have been doing and added that the “new park improvements are shining and are not going unnoticed by the community.” She explained that she had been invited by Director Hayhurst to come educate the Board about some of the upgrades and improvements the City currently has in the works, specifically the new restrooms that are being installed. She was invited to present so the Board could gather information and ask questions to help them determine if similar new restrooms at the Districts’ parks might be an improvement to consider in the future. She shared details about the “drop-in” pre-fabricated restroom facilities the City was in the process of purchasing (from the Public Restroom Company), including their approximate costs. The new restrooms already in place at Fogelsong Park, that are also being planned for Dana Park, Sturnacle Park, and Lillian Park, will meet new gender-neutral requirements (and are thus, title 24 unisex compliant), will be fully ADA compliant, and will also include parking lots and pathways to them that meet all ADA requirements, as well. They are graffiti-resistant inside (diamond-plated stalls and surfaces that wipe clean easily and/or are easy to re-paint) and can be set to lock automatically from the outside at 9pm or whatever time they might wish to close them to the public at night. The Board expressed their gratitude to Terri Peralta for her informative presentation and she left the meeting at 6:37 PM.

The consent items were reviewed. Director Low motioned to accept the minutes of the April 23rd, 2018 meeting, along with the financial reports for April of 2018, as presented. Director Schendel seconded the motion. The motion carried unanimously, with one Director (Hayhurst) abstaining from the vote.

The correspondence file was passed around for review. President Stapp noted that a letter from State Compensation Insurance Fund indicated a “modest” 6% rate increase. He was also concerned that the policy received still listed the former secretary, Debbie Garvin, as the contact person. The secretary will contact them again to request that they update their records to include the current/correct employee.

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 Jacobs continues to keep the ground squirrel population under control. President Stapp updated the board about the completion of the shade cover project. The installer had returned on Friday morning 5/18 to re-stretch and re-install the shade cover at BHP that wasn’t fitting properly before. The Directors informed the secretary that she should be receiving some kind of “notice of completion,” from the County and/or the contractor, and that the Board would need to have that certification (in writing) on hand before they can review and accept the project as completed, and before she can make the final payment. Some concerns about whether the other two shade canopies at Venner Park were also installed properly (tight enough) were also voiced and will need to be inspected again. The secretary reported that the three additional new trash cans are in the process of being ordered. All that was left for her to do was to get a check and the order confirmation form signed and returned to the manufacturer in the coming week. She had also received an email confirmation from John Rowe that he would add the solar light installation job to his schedule and let her know, as soon as he was certain, when that work can begin. Director Low confirmed that the two newly-replaced pepper trees were both alive and well.

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 board was very happy with how healthy and green the grass was currently looking.

The office building and compound was addressed. The board was very pleased with how great the yard was looking since the general manager had hired Al Fierro to do the weeding and upkeep around the office building bi-monthly. The secretary confirmed that he had trimmed the bushes, had done very detailed weeding and debris removal, and had gone above and beyond, even removing weeds from alongside the fence inside the parking lot, as well as, inside the water tower compound (a water company employee let him in, since the area is usually locked).

Potential capital improvements (Restrooms FY 2018-19) were discussed briefly. The board was happy to have been given so much information from Terri Peralta, that clarified and gave them a better idea of more possibilities and options they can consider. Other ideas shared and discussed briefly as possible capital improvements to consider included:  sidewalks and curbs, bathroom upgrades instead of a full replacement, new roofing on the office building, new/upgraded playground equipment, and a decomposed granite foundation laid for a bounce house area (once the water tower is removed).

The 2018-19 FY Budget Workshop was held at 6:55 PM.

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

President Stapp asked if there were any directors reports. Director Hayhurst thanked President Stapp for stepping up to take on the responsibilities of President.

President Stapp asked the secretary if there were any additional bills to be presented. She indicated that there were none. Director Hayhurst 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, June 25th at 6:00 PM. The meeting adjourned at 7:27 PM.

Submitted by:
Jen Rubio
Secretary/General Manager