BARSTOW
HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR
MEETING
November
26th, 2012
President Jacobs opened the meeting at 6:00 PM and Director
Schendel led the group in the flag salute.
Directors Jacobs, King, Schendel, and Stapp were all present. Director Wilkey had not yet returned from out
of town with his family for the Thanksgiving holiday. There were no other
guests in attendance.
President Jacobs requested a motion on the Consent Items. Director Schendel motioned to accept the Minutes
of the October 22nd, 2012 Meeting, along with the Financial Report for October
2012 as presented. Director King
seconded the motion. Motion carried
unanimously.
The Correspondence was offered for review.
H Street Park was addressed.
The Safety Check List from the City was reviewed. The Board requested that future Safety Check
Lists be received and printed out by the Secretary sooner so they can be
included in the packets that are mailed to each Board member the week before an
upcoming meeting. President Jacobs
reported that we currently appear to be winning against the Ground Squirrels,
as he had only found one new hole South of the office compound and that there
should be enough cartridges left over to continue to keep them under control next
year. Director Stapp also reported finding
advertisements for a bounce house business stapled on multiple trees in the
park. The Secretary was directed to call
the bounce house business to kindly ask them not to leave them again. The large staples left in our trees could be
considered vandalism and because this type of advertising is not allowed on
public property they needed to be removed according to park regulations. The Secretary should advise them that this was
not a good advertising investment for them anyway since the papers were soaked
by the sprinklers, scattered all over the ground by the wind, and most ended up
being thrown in the trash by the groundskeepers.
Venner Park was addressed.
The Safety Check List from the City was reviewed. The Secretary was directed to talk with Mark
Gerardi again to ask him if we need to order any of the top caps that are
missing from the South playground equipment for them to use as replacements.
The Bid Sheets for General Improvements were reviewed. President Jacobs requested that future Bid
Sheets also be included in the mailed out packets to each Board member sent out
the week before an upcoming meeting to allow them extra time to study them. Bid 12-01 was discussed. The Board expressed their desire to just take
care of the Horse Shoe Pit repairs themselves.
The Secretary offered to ask her son’s Boy Scout Troop if they would be
interested in doing the labor to fulfill service hours that they are often in
need of. The Board agreed that it was a
good idea. Director Stapp motioned that
the Board cover the costs of supplying the materials needed for the project as
well as make a small donation to the troop for their efforts. Director King seconded the motion. Motion carried unanimously. The Secretary was directed to let Director
Schendel know if for some reason the troop is unable to get the job done, so
Director Schendel can start doing the work himself.
The sheet for Proposal 12-04 (Landscaping) was reviewed and the
Board directed the Secretary to change the due date for all proposals to be
submitted to her by Tuesday, January 15th, 2013 and get it sent out right away
to the five local Landscaping businesses that she had found and listed for them.
The Board discussed the Conflict of Interest Code and agreed
that no changes are needed. The
Secretary was directed to notify the County that we did review it again, as
well as apologize that we had to be late in approving it, and that no changes
are necessary at this time.
The District’s FYE 6-30-12 Audit was reviewed. Director Schendel motioned to accept the
Barstow Heights CSD FYE 6-30-12 audit as presented. Director Stapp seconded the motion. Motion carried unanimously. President Jacobs signed the management letter
regarding the Audit for the Secretary to mail back to the Auditor, Mr. David
Whitford Jr., CPA, as he had requested.
The Website/blog was discussed briefly. The Secretary informed
the Board that it had recently been updated to include the Fall/Winter
Newsletter that was mailed to approximately 600 residents on November 16th,
2012. President Jacobs directed the
Secretary to re-check her mailing list for duplicates before the next mailing
goes out because he had received two Newsletters by mail.
The Board reviewed the letter submitted by the General
Manager/Secretary regarding her request for vacation days during the week of
December 24th-28th, 2012. Director King
motioned to grant her request for those days to count as her one week of paid
vacation for the year. Director Schendel
seconded the motion. Motion carried
unanimously. The Secretary also
expressed her interest in attending a Board Secretary/Clerk Conference hosted
by the California Special District’s Association in Anaheim, California on
February 28th and March 1st, 2013. The
Board agreed that since she is still somewhat new to the job, the additional
training would be helpful. President Jacobs
motioned that the Board cover the costs ($500 registration fee plus gas for
driving and hotel stay for one night) to send the Secretary to the
Conference. Director King seconded the
motion. Motion carried unanimously.
President Jacobs requested Directors’ reports. President Jacobs directed the Secretary to
have the packets that include the Agenda, Minutes, and Financial Statements for
the Director’s ready to mail a little sooner next time (by the Wednesday before
the next Board Meeting).
President Jacobs requested that the Board of Directors go into
an Executive Session at 7:04 PM to evaluate the new Secretary on her job
performance and to discuss with them any challenges and concerns she’s had over
the past six months of her employment.
The Board reconvened to Regular Session at 7:20 PM.
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 Stapp seconded the
motion. Motion carried unanimously. There was no new business to address.
The next Regular Meeting is scheduled for Monday, January 28th,
2013 at 6:00 PM. The meeting adjourned
at 7:24 PM.
Respectfully Submitted,
Jen Rubio
Secretary
