BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
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.