BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
Monday, July 27, 2015
President Jacobs called the meeting to order at 6:00 PM and Director Stapp led the group in the flag salute. Directors Jacobs, Schendel, Stapp, Wilkey, and Hayhurst were all present. There were more guests in attendance than usual, including residents, Mike and Rindy Hughes, Rick Kastner, Terri Walters, and Naydean Williams. Retired teacher, Terri Walters, was given some time to tell the Board of Directors about the new neighborhood group she had started in early June on a free and private online networking community (nextdoor.com). She was pleased to report that 22% of her neighbors had joined thus far. The number one goal of the site is to help the community connect and increase neighborhood safety.
The Consent Items were reviewed. Director Schendel motioned to accept the Minutes of the June 22nd, 2015 Meeting, along with the Financial Reports for June of 2015 as presented. Director Hayhurst seconded the motion. The motion carried unanimously.
The Correspondence file was offered for review.
Barstow Heights Park was addressed. The Safety Check List from the City was reviewed. There were no deficiencies noted on the list. The report specified that the park had been sprayed with weed killer and pre-emergent inside and out. The Ground Squirrels are somewhat under control, but continue to be seen running in and out of the park. The Secretary reported that more gas cartridges have been ordered and should be arriving soon. Director Hayhurst will follow up with Golden State Water Company again to ask how their attempts to control the Ground Squirrels inside the water tower compound are going.
The updated list of Long Range Plans for Barstow Heights Park was reviewed. President Jacobs reported that all of the new park equipment that was ordered had arrived in mid-July and that John Rowe had already been able to assemble and install all of it in both Parks. The Secretary reported that she had just received a “project information sheet” from Southern California Edison that she is filling out and submitting to request (again) that a service technician come and help determine what options the District has for adding new street lamps/lighting on the East side of the Basketball Court. Director Schendel reported that he had walked through and inspected Barstow Heights Park recently, and had compiled a list of projects/improvements he would like to suggest be considered. He read the list and explained his recommendations. The Secretary will type up a copy of his list for the Director’s to refer to and review again at the next Board Meeting.
Venner Park was addressed. The Safety Check List from the City was reviewed. There were no deficiencies noted on the list. The report specified that the park had been sprayed with weed killer and pre-emergent inside and out. The updated list of Long Range Plans for Venner Park was reviewed. Director Wilkey reported that he had asked a City grounds-keeper about replacing the missing support pole for a young tree, and that it was taken care of quickly. President Jacobs reported that he was pleased with the work John Rowe had done recently also. He dug holes by hand in order to avoid damaging any sprinkler/water lines when he cemented in the foundations of the Benches and other new equipment he assembled and installed at both parks.
The Office Building and Compound were addressed. The Secretary reported that she would call again for an update on the status on the Bulletin Board (ordered from Belson Outdoors) this week. She had been told to expect it to arrive by early August, but she hadn’t received the shipping confirmation yet. The Secretary had also received a Bid/Proposal from JDR Construction to remove the old air conditioning unit and patch the inside and outside of the wall where it sat, as well as, repair/patch the cracked dry-wall on the inside of the building and paint the interior also. The Board asked that a more detailed description of the work to be done be included in the written contract. The Secretary will talk with John Rowe to request a revised Bid/Proposal so the Board can review it again at the next Board Meeting. President Jacobs reported that he had sprayed weed killer around the outside of the Office Building again.
The Notice of Election and Candidate Filing information was reviewed. The Secretary reminded the Board which three seats would expire in December of 2015 (Jacobs, Schendel, and Wilkey) and that if they wished to re-apply as a Candidate for another 4-year term, the paperwork filing deadline needed to be met very soon (5pm on August 7th).
The Board reviewed the new Outline and Review Schedule for the Policies and Procedures Manual that the Secretary had prepared and provided in their agenda packets. Director Hayhurst suggested there be a more visible way of checking off the items on the list that had been completed, so the Secretary will revise the documents again. Director Hayhurst also updated the Board that she had requested and is still expecting to receive the sample Purchasing Policy document (from Helendale CSD) for the Secretary to use and draw content/ideas from as needed to write the new Purchasing Policy.
The General Manager reported that she had talked with the Auditor about scheduling the date he will be attending a Board Meeting to review the Audit. He suggested that he could come as early as the October 26th Board Meeting, provided the District complies quickly with all of the steps required to complete the Audit before the end of August or September. The Auditor will be calling her this week and had invited Director Hayhurst to join in on the Conference Call also to begin the process.
President Jacobs asked if there were any Directors’ Reports to discuss. Director Wilkey reported on his assignment from President Jacobs to review the current insurance policy that covers the District and share his professional opinion on whether it is adequate and/or lacking in any areas. He believed that there are other insurance company options that could save the District money while offering the same or better coverage. Since the current insurance policy is pre-paid until next May, Director Hayhurst suggested that the Board begin discussing insurance policy options again in January before the re-enrollment period begins. The Secretary will add the item to the January 2016 Agenda.
President Jacobs asked the Secretary if there were any additional bills to be presented. She indicated that there was one new bill not listed on the Agenda. Director Wilkey motioned to pay all of the bills as presented including a payment of $2,200.00 (invoice #369) for labor to assemble and install new park equipment (2 picnic tables, 4 trash cans, 2 barbecues, and 8 benches). Director Stapp 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, August 24th at 6:00 PM. The meeting adjourned at 7:15 PM.
Jen Rubio - Secretary/General Manager