BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, June 22, 2015
President Jacobs called
the meeting to order at 6:01 PM and Director Stapp led the group in the flag
salute. Directors Jacobs, Stapp, Wilkey, and Hayhurst were all present. Director
Schendel had not yet arrived. There were no guests in attendance.
The Consent Items were
reviewed. Director Stapp motioned to accept the Minutes of the May 18th, 2015
Meeting, along with the Financial Reports for May of 2015 as presented. Director
Wilkey seconded the motion. The motion carried unanimously.
The Correspondence file was
offered for review. President Jacobs asked Director Wilkey to take and review
the insurance policy received from State Compensation Insurance Fund, so that
he could report back to the Board at next month’s meeting his opinion as to
whether or not the coverage is optimal. Director Schendel entered the meeting
at 6:05 PM. The Directors determined that they did not wish to participate/vote
in the CSDA Board Election. President Jacobs highlighted an update letter
received from the San Bernardino County Auditor-Controller/Treasurer/Tax
Collector that reported that the allocation the District can expect to receive
from the County during FY 2014-15 will be approximately $59,000.
Barstow Heights Park was
addressed. The Safety Check List from the City was reviewed. The report was
clean and there were no deficiencies noted. Regarding the Ground Squirrels,
Director Hayhurst updated the Board that she had sent an email to Perry
Dahlstrom, General Manager of Golden State Water Company, to remind him about
his offer to help control the Ground Squirrels inside the water tower compound.
He seemed receptive and she hopes to see some progress made with that situation
soon. President Jacobs asked if the extermination gas cartridges had been
ordered yet, and the Secretary reported that she had sought approval through
the USDA APHIS Wildlife Services and will be able to get them ordered through Pocatello
Supply Depot once approved.
President Jacobs reported
that the Pedestals and mounted Plaques to honor Mrs. Kelley and Ms. Davis had
been completed and look really nice. Director Stapp expressed his concern that
after inspecting them last week, both Plaques appeared to be poorly attached
(not sealed around the concrete) and that he believed that it appeared as if
someone had already tried to pry them off. President Jacobs said that he was
there when installed, and that they were pressed into the wet concrete as well
as bolted on, so he was very surprised to hear that they didn’t stay embedded
in it as it dried. He will follow up with John Rowe to get them fixed with a
more permanent seal as soon as possible. Director Hayhurst reminded everyone
that the choosing of a date for a Cake Cutting/Plaque Dedication Ceremony be
put on the Agenda again in August, so that it can be scheduled perhaps sometime
in late September or October.
The updated list of Long
Range Plans for Barstow Heights Park was reviewed. The Secretary was asked for
an update about the new park equipment on order, and she confirmed that the order
is still expected to arrive approximately July 15th. President Jacobs volunteered
to let John Rowe know when they will be arriving so he can add the job of picking
them up, assembling, and installing them at both parks, to his schedule. The
Board discussed and determined the exact desired locations where the new
additional picnic tables (2), barbecue grills (2), trash cans (4), and benches
(8) will be installed at each park. The Secretary updated the Board that a
technician from Southern California Edison had contacted her in an attempt to
meet, but it was on a Monday when she was out of town and was not available.
She is still expecting another phone call and a visit from the technician to
discuss and determine the options for adding a street lamp to the East side of
the basketball court, and may need to follow up again repeatedly, as they were
slow to return her calls. Director Stapp shared his opinion that the Board
should prioritize the addition of shade canopies over the playground equipment.
On a sunny day he had observed the children not enjoying the playground at
Venner Park because the plastic surfaces were way too hot to touch. The secretary
was directed to begin contacting companies now to request estimates for the
purchase and installation of shade canopies over the playground equipment areas
at both parks, so that the work might be completed by next Summer. Director
Hayhurst also brought up the need to have weeds removed between the outside of
the chain-link fence and curb alongside the parking lot on H Street. The secretary
will work on getting that remedied also.
Venner Park was addressed.
The Safety Check List from the City was reviewed. The report was clean with no
deficiencies noted. The updated list of Long Range Plans for Venner Park was
reviewed.
The Office Building and
Compound were addressed. The Secretary updated the Board that she had mailed
the check to order the new message center (bulletin board) from Belson Outdoors
three weeks ago as directed, and that it should be shipped by late July and
arrive by August 1st. Director Hayhurst had talked with some of her friends at
the gym who also use Venner Park for fitness boot camp, and asked for their
input as to what kinds of fitness equipment they would like to see added there.
They were happy to have been asked, and she expects that they will let her know
their recommendations. Director Wilkey informed the Board that the fitness boot
camp participants had left and are storing some of the tires and ropes they use
to work out with behind the restrooms at Venner Park. The Secretary is also
still waiting on contractors to come give her some estimates for ceiling and
interior dry-wall repairs that include filling, patching, and painting.
Director Wilkey read the
Safety Review Report aloud. Director Stapp motioned to approve the Safety
Review Report. Director Hayhurst seconded the motion. The motion carried
unanimously. Director Wilkey signed the report so the Secretary can mail a
copy, along with the newly-adopted Safety Policy (approved last month at the
May 18th Regular Meeting) to SDRMA, as is the established procedure.
The new Compensation
Policy (Resolution 2015-3) was reviewed, approved, and adopted by the following
roll call vote:
Richard P. Jacobs,
President Aye
Daryl R. Schendel Aye
Robert M. Stapp Aye
Paul V. Wilkey Aye
Jeanette L. Hayhurst Aye
The President and Secretary
signed the Resolution to make it official.
The Secretary updated the
Board about her progress with the Policies and Procedures Manual. She had received
by email, copies of sample policies from the Auditor, Paul Kaymark, that will
be helpful references to her as she begins writing the new Banking, Purchasing,
and Sick Leave Policies. Director Hayhurst informed her also that she would
soon have another sample of a Purchasing Policy coming from the Helendale CSD
to use and draw content/ideas from as needed. The Secretary will provide a list
to the Board at next month’s meeting that includes an outline and schedule of
each policy that needs reviewing/updating.
The General Manager
reported that the QuickBooks Checks had arrived and that she had learned how to
print checks out from the computer to pay all of the bills in June. She was
excited that the Director’s checks were all printed out this time and that bill
paying will now be an easier task. She had also received a packet of
information from the Elections office that included forms she needs to fill out
and return by July 1st, and that she would be letting the Director’s know as
soon as she knows (very soon) exactly when the deadlines for Candidate Filing
would be. The Secretary also provided the Directors with a notice from the
Auditor that she was asked to share with them for informational purposes. She
was then directed to contact
the Auditor again right away to schedule the date when he will come to share
his Audit Reports with the Board (she will request Monday, November 16th
specifically).
President Jacobs asked if
there were any Directors’ Reports to discuss. Director Wilkey shared his
concern about a tree near the South entrance at Venner Park that has been
missing its wooden support pole and was now bending over and taking a beating
on windy days. The Secretary will ask Mark Gerardi if the City can replace the
pole and attempt to help the tree. President Jacobs reported that he had met
with the former Secretary for dinner before she moved away to Texas recently.
He updated her on the Parks and they had a good discussion about future improvement
ideas for the District. He wondered if it would be appropriate to ask to be
reimbursed for the cost of the dinner that he had paid for, since they had
talked a lot of business and the meeting was one last chance to show
appreciation to her for all that she had done to serve the District for 17
years. She will continue to be a resource that the current Secretary can reach
out to for help if needed, and the Board did not oppose the reimbursement.
President Jacobs asked
the Secretary if there were any additional bills to be presented. She indicated
that there were two new receipts not listed on the Agenda. Director Hayhurst motioned
to pay all of the bills as presented including reimbursements to President
Jacobs ($36.93) for the former-employee appreciation dinner and to Director
Stapp ($25.88) for the new basketball nets he purchased and replaced at Barstow
Heights Park on 5/22/15. Director Schendel seconded the motion. The motion
carried unanimously. There was no New Business to address.
The Board of Directors
went into a closed Executive Session at 7:05 PM to discuss personnel (third annual
employee evaluation), and the Secretary was excused from the meeting. The
Secretary was asked to join them again for discussion and the Board reconvened
to a Regular Session at 7:20 PM. President Jacobs motioned to increase the
salary of the Secretary/General Manager by $1.00 per hour, to begin July 1st,
2015. Director Hayhurst seconded the motion. The motion carried unanimously.
The next Regular Meeting
was scheduled for Monday, July 27th at 6:00 PM. The meeting adjourned at 7:22 PM.
Submitted by: Jen Rubio - Secretary/General Manager
