Tuesday, November 27, 2012

Minutes from 10/22 Board Meeting (approved 11/26)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

October 22nd, 2012

President Jacobs opened the meeting at 6:02 PM and Director King led the group in the flag salute.  Directors Jacobs, King, Schendel, Stapp and Wilkey were all present.  Guests in attendance were Barstow Heights residents, Tony and Teena Perez.

Our guests introduced themselves and expressed their interest in attending the meeting to learn more about what we do.  They mentioned that a neighbor of theirs on H Street had concerns about whether or not annexation into the City of Barstow is probable, so they also hoped to find answers about that. The Board agreed that even though it had been brought up at a City Council Meeting earlier in the year and that anything could be possible, it isn’t very likely to happen in the near future. The majority of Barstow Heights Residents seem to prefer living in the County and are opposed to being annexed into the City.  The City would need approval and votes from the residents to make it happen, and they would be up against a considerable amount of opposition, making it very unlikely to happen anytime soon.

President Jacobs requested a motion on the Consent Items.  Director Stapp motioned to accept the minutes of the September 24th, 2012 Meeting, along with the Financial Report for September 2012 as presented.  Director Schendel seconded the motion.  Motion carried unanimously.

The Correspondence was offered for review.  President Jacobs shared an invite to a mini-tour of the Mojave Water Agency facilities in Apple Valley coming up November 8th, in case any of the Directors might be interested in attending.

H Street Park was addressed.  The Safety Check List from the City was reviewed.  The Board had questions about some of the items mentioned on the list. Is the slide that has a hole in it closed off for Safety?  Are the grounds-keepers cleaning out the ashes from the barbecues as noted or is that something we need to address?  The Secretary was directed to talk with Mark Gerardi to ask these questions and then let the Board know the answers by e-mail this week.  President Jacobs reported that the Ground Squirrels seem to be winning again and that more cartridges need to be set off, but this time they need to be discharged at the very same time that we gain access to set off cartridges inside the locked water tower compound as well.

The Bid Sheets for General Improvements were reviewed.  President Jacobs gave the Secretary a list of specific details to be added to Bid Sheets 12-02a (Parking lot - clean & fill cracks) and 12-02b (Parking lot – slurry seal & paint lines) that will be needed for review and approval for the work to be done early next Spring (Feb-Mar) and Summer (May-Jun).  The Board then discussed Bid 12-03 (Tree maintenance).  One bid from Town & Country Tree Service was received, but the Board had a lot of questions about the estimate including the concern about whether or not it is recommended that any of the trees be removed due to their age.  Director Schendel took the Bid with him so he can discuss it with the owner to gather more information from him before a decision can be made.

Venner Park was addressed.  The Safety Check List from the City was reviewed.  The Secretary was directed to let Mark Gerardi know that we are currently working to address the need to renovate the Horse Shoe Pits. The Secretary will also ask him which Sign is missing (as is noted in the report).  The Gophers appear to be gone for now.  Bid Sheet 12-01 (Horse Shoe Pits) was addressed.  Director Schendel volunteered to look into the cost to replace the front-edge boards.  The sheet for Bid 12-04 (Landscaping) was reviewed and the Board directed the Secretary to rename it “Proposal” 12-04.  President Jacobs gave the Secretary a list of suggestions for wording Proposal 12-04 and directed her to have it typed up and ready for approval at next month’s meeting.

The Board briefly discussed the Conflict of Interest Code that they were given that morning.  They determined that they needed more time to read and review the document before making a decision whether or not to approve it.  The Secretary was directed to notify the County that we needed more time to review it and to contact the former GM to ask if there is a back-up disk that contains this document (and where it might be) in case any changes or updates need to be made.

The Secretary informed the Board that the Fall Newsletter is completed, is ready to be copied and mailed, and that she would get that done before the next Board Meeting.  She also informed them that the Website/Blog (www.BarstowHeights.blogspot.com) had been updated once during the past month to include last month’s Board Meeting Agenda and the approved Minutes.

The General Manager/Secretary apologized that the Agenda, Financial Statements, and Conflict of Interest Code paperwork for the current meeting were not mailed, but were finished late and had to be delivered to them that morning.  She admitted that the work-load at the office had been over-whelming her for the past couple of weeks and that it has been taking her longer than she had expected to complete some of her tasks.  She promised the Board that she would be able to have a much better handle on everything by the next meeting.  Director Stapp also reminded her how important the Thank You letter to Mr. Salazar is and that it needs to be done right away also.

President Jacobs requested Director’s Reports.  There were none.

President Jacobs asked the Secretary if there were any additional bills to be paid.  She indicated there were none.  Director King motioned to pay the bills as presented.  Director Wilkey seconded the motion.  Motion carried unanimously.  There was no new business to address.

The next Regular Meeting is scheduled for Monday, November 26th, 2012 at 6:00 PM.  Due to his travels for the Thanksgiving holiday, Director Wilkey will be unable to attend.  The meeting adjourned at 7:22PM.

Respectfully Submitted,
Jen Rubio
Secretary

Monday, November 26, 2012

Agenda for 11/26 Board Meeting

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
November 26, 2012 - 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 22, 2012

                        Financial Report – October 2012

5.  Correspondence

6.  Parks:           H Street:              Safety Check List, Ground Squirrels, General Improvements,

                  Bid sheet 12-03 Tree Maintenance

Venner:                Safety Check List, Gophers, General Improvements,

                  Bid sheet 12-01 Horseshoe Pits (Venner only)

                  Proposal 12-04 Landscaping

7.  Review Conflict of Interest Code

8.  Review the Audit

9.  Website/blog - BarstowHeights.blogspot.com

10.  General Manager’s Report

11.  Directors’ Reports

12.  Bills:         Edison - $107.00                    Terminix - $34.00                            Verizon - $82.39

                         Postmaster - $315.00           Printing Solutions - $106.24          D.B. Whitford - $750.00

                         D.B. Whitford - $5150.00

13.  New Business

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

15. Adjournment

Fall Newsletter that was mailed 11/16

Please click on the documents below to see them larger so you can read the text more easily! If you are a resident that did not receive a newsletter by mail, please contact our office so we can send one to you and include you in our future mailings!




Tuesday, October 30, 2012

Minutes from 9/24 meeting and Agenda for 10/22 meeting

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

September 24th, 2012

President Jacobs opened the meeting at 6:01 PM and the Secretary led the group in the flag salute.  Directors Jacobs, King, Stapp and Wilkey were present.  Director Schendel was not able to attend.  Guests in attendance were Barstow Heights residents, Tricia Sheppeard and Gene and Peggy Haines.

Mrs. Tricia Sheppeard, a resident on Turquoise, was back to update us about the “Smoke Tree” (scientific name is Dalea Spinosa) that used to grow on Crestview between O and P streets that had gone missing just before our last Board Meeting.  After making a few phone calls she learned that it was removed by the County Road Maintenance workers during their recent road work.  Nearby residents are very sad about this loss.  A new (5-gallon size) Tree of this kind could be purchased for around $100, but to find a native tree as old and as large, growing naturally in the desert is so very rare, it just cannot be replaced.  The Secretary was directed to follow up with the County Roads Department by e-mail to make sure they are aware of the great loss this was to our community.  Our guests then left the meeting.

President Jacobs requested a motion on the Consent Items.  Director Stapp motioned to accept the minutes of the August 27th, 2012 Meeting, along with the Financial Report for August 2012 as presented.  Director Wilkey seconded the motion.  Motion carried unanimously.

The Correspondence was offered for review.  President Jacobs highlighted a letter from SDRMA that congratulated us for having no claims submitted over the past 5 years.  The Secretary was directed to frame it and hang it on the wall in the office.

H Street Park was addressed.  There was no Safety Check List from the City to review.  President Jacobs reported that the Ground Squirrel situation seems to be improving.  The Gophers at Venner Park also appear to be gone for now as well.

The Bid Sheets for General Improvements were reviewed. The Board directed the Secretary to revise the sheet for Bid 12-01 to include work to be done only to the Horseshoe Pits at Venner Park and to create a separate Bid Sheet for the Horseshoe Pit at H Street Park since that pit won’t be meeting the same stringent competition standards.  The Board discussed Bid 12-02 and will get a more detailed list to the Secretary to help her determine further specifications that need to be included.  The Board agreed that it would be best to plan a single Bid Sheet for work to include the cleaning and filling of cracks in February-March 2013 and a separate Bid Sheet for work to include the slurry sealing and lines painted to be done in May-June 2013.  Cooley Construction was suggested as one of the Contractors to request a Bid from.  The Board discussed and approved of Bid 12-03.  The Secretary was directed to get it sent out, the more bids the better.

Venner Park was addressed.  There was no Safety Check List from the City to review.  The Board discussed the recent water problem at Venner Park.  On Sunday 9/23, Director Wilkey, who lives across the street from the Park, noticed that sprinklers at the Southeast corner had been on all day and possibly all night.  He also noticed the service door behind the restrooms was open and unlocked.  He was able to get the water shut off and President Jacobs reported it to the City.  Mark Gerardi had it fixed and taken care of by Monday morning.  We were informed that solenoids are sometimes stolen from the valves and that is what had caused the problem.  The sheet for Bid 12-04 was reviewed and the board directed the Secretary to make sure to include the phrasing that “the board may pick and choose from the ideas proposed on your list.”

The Board reviewed the revised copy of the Fall/Winter 2012 Newsletter provided by the Secretary.  Director Stapp reminded the Secretary to be sure to include the notice that the use of Fireworks is prohibited in the County and that the County Code number should be found online and added to the newsletter as well.  The Secretary will make that correction and update the Newsletter so it can be reviewed again at next month’s meeting.

The Dorothy Davis Estate Land was addressed.  President Jacobs informed us that the Land on the corner of O street and Linda Vista was recently sold.  Director Stapp had been working with a company he found through constructiondeal.com (PCI Construction in Hesperia) and was very disappointed about the sale, because of the time he had put in since August to research the cost involved in developing the land into an easy-to-maintain sports park that could have included 6 basketball courts, 4 tennis courts and a volleyball court.  He asked the Secretary to get a Thank You Note sent from the Board of Directors to Dave Salazar, who had invested a lot of time helping Director Stapp with this potential project.  Director Stapp did learn that a project of this magnitude was estimated to cost approximately $600,000 to $800,000, and a lot was learned in the process.

The Website/Blog (www.BarstowHeights.blogspot.com) was discussed briefly.  The Secretary informed the Board that a Facebook page is now in place also that will direct visitors from Facebook to our Blog as well.  The Directors agreed that it looks nice and that they will look forward to seeing it progress as it continues to be updated.

The General Manager/Secretary reported that most of the work for the auditor, David Whitford, is just about finished and that the former GM, Debbie Garvin had spent three days (approximately 8 hours) at the office during the week prior to help her get all of the work completed that needed finishing up for the auditor. The Board suggested getting Debbie some kind of thank you gift, perhaps a gift card for dinner out somewhere, to thank her for the extra time she volunteered to the District.

President Jacobs requested Director’s Reports. There were none.

President Jacobs asked the Secretary if there were any additional bills to be paid.  She indicated there were none.  Director King motioned to pay the bills as presented.  Director Wilkey seconded the motion.  Motion carried unanimously.  There was no new business to address.

The next Regular Meeting is scheduled for Monday, October 22nd, 2012 at 6:00 PM. The meeting adjourned at 7:18 PM.

Respectfully Submitted,
Jen Rubio - Secretary

A G E N D A

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

October 22, 2012 - 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 24, 2012
                            Financial Report – September 2012

5.  Correspondence

6.  Parks:              H Street:  Safety Check List, Ground Squirrels, General Improvements,
                Bid sheet 12-02a Parking Lot clean & fill cracks (Feb-Mar)
                Bid sheet 12-02b Parking Lot slurry seal & paint lines (May-Jun)
                Bid sheet 12-03 Trees (bids received)

Venner:  Safety Check List, Gophers, General Improvements,
                Bid sheet 12-01 Horseshoe Pits (Venner only)
                Proposal 12-04 Landscaping

7.  Review Conflict of Interest Code

8.  Newsletters – Fall/Winter 2012 (ready to mail)

9.  Website (BarstowHeights.blogspot.com) and Facebook page

10.  General Manager’s Report

11.  Directors’ Reports

12.  Bills:               Edison - $110.28                                Terminix - $34.00              Verizon - $81.39
                               Hi Desert Alarm - $336.00               CSDA - $182.00 

13.  New Business

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

15. Adjournment

Tuesday, September 25, 2012

Minutes from 8/27 meeting and Agenda for 9/24 meeting


BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING 

August 27th, 2012

President Jacobs opened the meeting at 6:04 PM and Director Wilkey led the group in the flag salute.  Directors Jacobs, King, and Wilkey, were present.  Director Stapp was not present.  Director Schendel entered the meeting at 6:10 PM. Guests in attendance were Barstow Heights residents, Norm and Tricia Sheppeard and Gene and Peggy Haines.

Mrs. Tricia Sheppeard, a resident on Turquoise, informed us that a “Smoke Tree” that used to grow on Crestview between O and P streets had gone missing just 3 days prior. It was a large tree that must have been pulled up suddenly and they are wondering why.  Mrs. Sheppeard brought in photos of the tree for us to see and the Board agreed that we would investigate it further and let them know what we find out.

President Jacobs requested a motion on the Consent Items.  Director King motioned to accept the minutes of the July 16, 2012 Meeting, along with the Financial Report for July 2012 as presented.  Director Wilkey seconded the motion.  Motion carried unanimously with the stipulation that the Board requests that future meeting minutes be less detailed and more brief.

The Correspondence was offered for review.  President Jacobs expressed interest in a flyer/invitation to the Mojave Water Agency facilities mini-tour coming up on Thursday, November 8th in Apple Valley.

H Street Park was addressed.  The Safety Check List from the City was reviewed.  President Jacobs reported that the Ground Squirrels are back, so he and Director Stapp set off more cartridges last Friday.  Unfortunately, the Ground Squirrels look like they will continue to be an ongoing problem that will take more time and more effort.

The Bid Sheets for General Improvements were addressed. The secretary reported that she is working on typing these documents up, and that they are partially done, but she is going to need more input about some of the specific requirements the Board desires for each job. President Jacobs and Director King agreed that they would come up with a list of specific tasks required for the Parking Lot Paving Project at H street, which was the main Bid Sheet the secretary was feeling challenged by.  A Bid Sheet for Tree Inspections/Maintenance at H street Park, a Bid Sheet requesting Landscaping proposals for Venner Park, and a Request for proposals to remodel and renovate the Horseshoe pits at both H street and Venner Parks are in the works.

Venner Park was addressed.  The Safety Check List from the City was reviewed.  The Tot Turf Warranty recently received in the mail from Pacific Park and Playground (formerly Pacific Design Concepts) was reviewed.  Maintenance in the form of a rolled on coating of an aliphatic based urethane is recommended every 12-18 months. The secretary was directed to get copies of the Warranty and Maintenance information to Mark Gerardi and make sure that some action is taken to make sure the roll-coat maintenance is done 12 months from now. The secretary was also directed to talk with Mark Gerardi about our gopher problem to find out what kinds of remedies (traps?) we should look into using.

The Secretary was unable to provide the Board with an updated copy of the Fall 2012 Newsletter.  The computer file was mistakenly deleted, and had to be re-typed all over again.  The Secretary will finish up the reformatted Final Draft to be reviewed again at next month’s meeting.

President Jacobs read the letter of reply from County Road Maintenance regarding our request for further information about what kinds of road projects are in the works for the next fiscal year and beyond. We can expect to receive a list of future planned projects for FY2013-14 later this fiscal year.

The Dorothy Davis Estate Land was addressed.  President Jacobs has been in contact with Terri Peralta regarding whether the City has any interest in maintaining a possible new park there and is still waiting to hear back from her.  The Land on the corner of O street and Linda Vista is currently still up for sale.

The Board addressed the Auditor’s Agreement (engagement letter) from David B. Whitford Jr., CPA.  The letter proposed that his fee will not exceed $5,100 for audit services and $550 for other accounting work for the Fiscal Year 2011-12.  When asked, the secretary was able to determine that the fees for his services completed for us last year were $6,400 for audit services and $500 for other accounting work. President Jacobs motioned to sign the agreement/engagement letter.  Director Schendel seconded the motion.  Motion carried unanimously.  President Jacobs signed the three copies of the agreement and directed the secretary to return two of the copies by mail to the CPA as requested by him.

The Board addressed the request from a resident to e-mail her copies of the upcoming meeting Agendas and approved Minutes.  The Board agreed that this will be one of the Secretary’s general duties each month and that the Secretary should maintain a list of e-mail addresses to use that includes any and all residents who want to receive this information by e-mail each month.

The Secretary informed the Board that she has been working on designing a free Website/Blog (www.BarstowHeights.blogspot.com) that can be utilized to share online all of the things we are doing to benefit the community.  The Blog offers easy accessibility for the Public to help them stay informed about what we are discussing and planning.  The Meeting Agendas and approved Minutes can be posted every month and postings can include any other urgent/important information we want to share with our residents and those who enjoy using our Parks.  The Board agreed that as long as the Blog doesn’t prove to be too much of a demand for her time during office hours, that the Secretary can continue to update it.

The General Manager/Secretary reported that she was able to complete her required online Ethics Training course on August 7th and a copy of the certificate of completion has been received.  The Secretary informed the Board that the monthly High Desert Special Districts Luncheon at Los Domingo’s has been moved to the 2nd Wednesday afternoon of each month.  The next one will be on September 12th starting at Noon and all Board members are invited to attend along with her any time.  The Secretary also let the Board know that her office hours have officially changed to Tuesdays, Thursdays, and Fridays from 12:45-4:15pm and that her e-mail signature and the “office hours” sign on the gate have been updated to reflect this change.  President Jacobs reminded her that the office telephone answering machine needs updating also.

President Jacobs requested Director’s Reports. Director Schendel reported that he discovered a large sink hole on the South side of Church and M streets that needs to be reported to the County.

President Jacobs asked the Secretary if there were any additional bills to be paid.  She indicated there were none.  Director Schendel motioned to pay the bills as presented.  Director Wilkey seconded the motion.  Motion carried unanimously.  There was no new business to address.

The next Regular Meeting is scheduled for Monday, September 24th, 2012 at 6:00 PM. The meeting adjourned at 7:09 PM.

Respectfully Submitted,
Jen Rubio - Secretary

A G E N D A

 BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT 

REGULAR MEETING

September 24, 2012  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 27, 2012

     Financial Report – August 2012

5.  Correspondence

6.  Parks:  H Street:   Safety Check List, Ground Squirrels, General Improvements,

 Bid sheets for Horseshoe Pits, Parking Lot, and Trees

Venner:     Safety Check List, Gophers, General Improvements,

 Bid sheet for Landscaping proposals

      7.  Newsletter – Fall 2012 (final draft)

      8.  Dorothy Davis Estate - Land

     9.  Website (blog) and Facebook page (www.BarstowHeights.blogspot.com)

    10.  General Manager’s Report

    11.  Directors’ Reports

    12.  Bills:           Edison - $107.39          Terminix - $34.00          Verizon - $81.75                               

    13.  New Business

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

    15. Adjournment

Thursday, August 16, 2012

Debbie's Retirement

On July 12th, 2012, Debbie Garvin worked her last day in the office as the General Manager/Secretary of the Barstow Heights Community Services District. Board President, Dick Jacobs, had planned a special "surprise" retirement luncheon for her that only the Board members, Debbie's husband Tim, daughter Katy, and myself knew about and attended. Even though Debbie warned us that she "hates" surprises, the Board really wanted the opportunity to recognize her and thank her for her 17 years of dedicated service to the district. As the new General Manager/Secretary that was hired to take her place, I can also tell you that it has been an honor to spend the past month working in the office with Debbie as she has been training me to do the job. I know that I have tough shoes to fill, but I am grateful to Debbie for making this transition so easy for me and for being a friend that I can admire so much and want to be like.

The Board of Directors presented Debbie with this beautifully
engraved desk organizer for her to enjoy using at home:


 We know we will still get to see you occasionally,
but you sure will be missed here at the office!
Enjoy your retirement Debbie!!
 

Friday, August 10, 2012

Panamint Park renamed Venner Park

This information was published on the front page of
the Desert Dispatch on Wednesday, May 30th, 2012:

BARSTOW • Barstow Heights officials renamed Panamint Park in honor of local resident William Venner over the weekend.

Venner died in March 2011. He once worked part-time for the Barstow Heights Community Services District and also worked as a teacher and administrator at various Barstow schools.

Even when he was not employed by the agency, Venner was dedicated to helping clean up the park, which he lived across the street from, Board President Dick Jacobs said.

“He always tried to get the graffiti off the day after it happened,” Jacobs said.

The board had been thinking of ways to honor Venner since his death, Jacobs said, and someone proposed renaming the park.

The agency installed a plaque indicating the park’s new name.

The community services district maintains two parks in the Barstow Heights neighborhood through a contract with the city of Barstow.

On Monday, May 28th (memorial day) at 10am, the Barstow Heights CSD Board of Directors held a rededication ceremony at the park located at Panamint and K street in Barstow Heights. There was a barbecue celebration provided for the public afterwards.