Thursday, July 20, 2017

Agenda for 7/24 Board Meeting!

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, July 24th, 2017 - 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 – June 19th, 2017
                              Financial Reports – June of 2017

5.   Correspondence

6.   Parks:       Barstow Heights:     Safety Check List and Ground Squirrels
                                                            Pepper Tree Planting
                                                            Bid 02-17 Street Light

                        Venner Park:            Safety Check List
                                 Shade Covers (playground areas of both parks)
                                 Plot Plan
                                 Trash Cans (both parks)

7.   Office Building & Compound:     Kitchen Renovations
                                                                Weed Removal and New Plants (done)

8.   Letter received from SBCSDA (regarding LAFCO legal issues)

9.   Long Range Plans

10.  General Manager’s Report

11.  Directors’ Reports

12.  Bills:        Edison - $103.21                                
                        Terminix - $44.00                              
                        Frontier Communications - $89.61
                        Merrell Johnson Engineering - $1790.50
                        S.B. County Treasurer - $58.16 (annual LAFCO fee)

13.  New Business

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

15.  Adjournment

Tuesday, June 20, 2017

Minutes from 5/22/17 Meeting (approved 6/19/17)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, May 22nd, 2017
 
President Jacobs called the meeting to order at 6:01 PM and Director Stapp led the group in the flag salute. All four Directors (Jacobs, Schendel, Stapp, and Hayhurst) were present. There was one guest attending, future Director, Mr. Gene Low.

The Consent Items were reviewed. The Directors discussed in detail the new format for the Financial Reports as presented (balance sheets printed from QuickBooks), as well as, the new reconciliation procedures that the Auditor had recently instructed the Accountant and Secretary to begin. Starting with the April Financial Reports and going forward, the Accountant and Secretary will meet once every month during the week before each Board Meeting to reconcile all of the accounts. The Accountant will also sign all of the reconciliation forms and a Director (Hayhurst) will also sign each of the forms once they have been reviewed for accuracy. Director Schendel motioned to accept the Minutes of the April 24th, 2017 meeting, along with the Financial Reports for April of 2017, as presented. Director Stapp seconded the motion. The motion carried unanimously.

The Correspondence file was offered for review. President Jacobs pulled out two items that were important enough to discuss. One was the printed email correspondence and record of phone calls the Secretary made to confirm that future Director, Gene Low, had been added to the agenda of the next meeting of the County Board of Supervisors, for their approval. The second item was an email from Merrill Johnson Engineering that confirmed that they had already begun their survey work (for Plot Plan) at Venner Park that very morning.

Barstow Heights Park was addressed. The Safety Check List from the City was reviewed. There was one deficiency reported (broken or missing irrigation rotors). The report clarified that the rotors had just been replaced, after a dry spot of grass near the volleyball area had been noticed and “apparent vandalism of a couple of rotors” was discovered. President Jacobs reported that his battle with the ground squirrels continues. He had recently set off a few gas cartridges outside and around the office building where there had been a few new holes.

The Tree Planting bid from Unique Landscaping was reviewed and discussed. Director Hayhurst motioned to hire Unique Landscaping to plant and install two 36” pepper trees with the deep root watering system included (2 water outputs on each tree), for $1,275 per tree (totaling $2,550). The distance between them and exact locations of each of the two trees will be determined by the neighbors residing next door. The Secretary will also ask the City to NOT ever trim/maintain the trees (unless we ask them to), to allow the trees to grow as full as possible to provide optimal shade and privacy for the residents. Director Schendel seconded the motion. The motion carried unanimously.

Lighting for the East end of the basketball court was addressed. The Board reviewed and discussed the two different bids/proposals that had been received from one electrician to do the job. The Director’s determined that because the scope of the work would be more involved and possibly more costly than originally realized, and because prevailing wages must be paid, that additional bids from more than one contractor/company needed to be sought before a decision could be made. The Board discussed and clarified the specifics they wanted listed on the “Bid Sheet 02-17” that President Jacobs had started writing up. President Jacobs will email the revised and final copy to the Secretary in the coming week and she will print and send them out to as many local contractors as possible, within the next week or two. The bids will be due by July 18th, so they can be considered at the July 24th meeting.

Venner Park was addressed. The Safety Check List from the City was reviewed. There were a few deficiencies noted. Brandon from Unique Landscaping had been contacted to replace two trees and five missing plants, as well as, restore their water supply (broken/missing rotors). John Rowe had also been contacted to repair a broken and lifted sidewalk near one of the picnic areas. He will remove the old concrete and tree roots, and install a new concrete sidewalk as soon as possible. The Board was very pleased to see these issues listed on the report and being addressed.

Director Stapp updated the Board about the progress he’s made on the Shade Cover project that would provide shade over the playground areas at both parks. He sent follow up emails to one company and they responded with photos of completed jobs and a spec sheet regarding the quality of the fabric used on the canopies. These emails were then forwarded on to all of the Directors. Further pursuit of the project will have to wait until the completed plot plan of Venner Park (a job now in progress) is acquired, because the plot plan is needed so that the shade canopy companies can be accurate with their actual final bids. Director Stapp also brought up his new concerns that the trash receptacles at Venner Park are insufficient. He had been informed that on weekends the trash cans are full and over-flowing, which results in a lot of trash being left and scattered all over the park. The Secretary will look up the new/current prices for the same trash cans that were last installed at Barstow Heights Park, and add the item to next month’s agenda, for the board to consider at the next meeting.

The Office Building and Compound were addressed next. The Secretary had nothing new to report about the progress on the kitchen renovations. Re-estimates are still in the works.

The 2017/18 Budget Resolution 2017-2 was addressed. Director Hayhurst motioned to pass the Budget Resolution, as presented. Director Stapp seconded the motion. The Resolution was then approved and adopted by the following roll call vote:

Richard P. Jacobs              Aye
Daryl R. Schendel             Aye
Robert M. Stapp               Aye
Jeanette L. Hayhurst      Aye

The Resolution will be signed and the Secretary will submit copies of it to the County of San Bernardino Auditor/Controller, the Clerk of the Board of Supervisors, and the Auditor, as is the standard procedure.

The Safety Review Report was read aloud by the Safety Coordinator, Director Stapp. President Jacobs motioned to accept the report as presented. Director Schendel seconded the motion. The motion carried unanimously.

The General Manager reported that a date for the new computer system set up had been scheduled.

President Jacobs asked if there were any Directors’ reports. There were two. Director Hayhurst invited all of the Director’s to attend the Hide & Seek River Presentation sponsored by the Daggett Historical Society on June 1st and encouraged them to attend. Director Schendel expressed his concern that the huge cracks in the roads continue to grow larger and suggested that the Board consider taking some sort of action by fall (perhaps writing a letter), if the County doesn’t do something to address it before then.

President Jacobs asked the Secretary if there were any additional bills to be presented. She indicated that there were two that had just arrived; a bill from State Compensation Insurance Fund for $99.11 (workers comp), and another bill from SDRMA for $2,408.50 (prepaid annual insurance premium). Director Schendel motioned to pay all of the bills, as presented. 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, June 19th at 6:00 PM. The meeting adjourned at 7:23 PM.

Submitted by: 
Jen Rubio
Secretary/General Manager

Thursday, June 15, 2017

Agenda for 6/19 Board Meeting

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, June 19th, 2017 - 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 – May 22, 2017
                                Financial Reports – May of 2017

5.   Correspondence

6.   Parks:        Barstow Heights:      Safety Check List and Ground Squirrels
                                                              Pepper Tree Planting
                                                              Bid 02-17 Street Light (bid sheets sent)

                        Venner Park:               Safety Check List
                                    Shade Covers - playground areas of both parks
                                    Plot Plan
                                    Trash Cans

7.   Office Building & Compound:    Kitchen Renovations

8.  Long Range Plans

9. General Manager’s Report

10.  Directors’ Reports

11.  Bills:         Edison - $107.95                                   State Fund - $99.11 (workers comp)             
                        Terminix - $44.00                                   SDRMA - $2,408.50 (insurance pre-paid)
                        Frontier Communications - $89.07     USPS - $198.00 (annual P.O. box rental fee)
                        Stewart’s - $337.50 (bookkeeping)     State Fund - $375.98 (workers comp)

12.  New Business

13.  Executive Session - Litigation GC54956.99 (A) and Personnel GC54957.1

14.  Adjournment

Tuesday, May 23, 2017

Minutes from 4/24/17 Meeting (approved 5/22/17)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, April 24th, 2017 

President Jacobs called the meeting to order at 6:00 PM and Director Schendel led the group in the flag salute. Directors Jacobs, Schendel, Stapp, and Hayhurst, were all present. There was one guest attending, Mr. Gene Low.

The Consent Items were reviewed. President Jacobs asked for a brief recess at 6:01 PM to allow the Director’s a few extra minutes to read the correct copy of the minutes from the March meeting (as the wrong Minutes had been included in the Agenda packets). The meeting reconvened at 6:07 PM. President Jacobs motioned to accept the Minutes of the March 27th, 2017 meeting, along with the Financial Reports for March of 2017, as presented. Director Schendel seconded the motion. The motion carried unanimously.

The Correspondence file was offered for review. President Jacobs read aloud a letter requesting some vacation time from the General Manager/Secretary. Director Schendel motioned to accept the request and grant the Secretary the dates she asked for (June 27-29, 2017) to take her one week per year of paid vacation time. Director Hayhurst seconded the motion. The motion carried unanimously.

Barstow Heights Park was addressed. The Safety Check List from the City was reviewed. There were no safety or maintenance issues reported. President Jacobs reported that the ground squirrels continue to be a little bit of a problem. He had found and exterminated two of them recently and had just discovered another hole that evening that he will need to take care of with another gas cartridge.

The Secretary reported that she had been in contact with four different landscaping companies that week seeking tree-planting bids to help remedy the privacy concerns of the neighbors next door to the new shade canopy. She was encouraged that she had secured appointments with two of the companies during the upcoming week and expected to have a bid or two very soon. President Jacobs reported that he had done some research on the internet and had found a few companies that offer pre-packaged solar street lamp kits that could be purchased for approximately $3,000-4,000. If the Board could agree on one or two to purchase, then a contractor could be hired to do the installation. The board discussed further potential ideas and questions they had about the project, and will bring back more ideas and options to consider again at the next meeting.

Venner Park was addressed. There were no safety or maintenance issues listed on the report. The Secretary was directed to contact Mark Gerardi to notify him about the concerns the Directors have about the large crack in the sidewalk that is being separated and lifted up by tree roots. She will also make him aware of a small dead tree on the South side and a few dead/missing shrubs (with water lines to them capped off), that might require some water line repairs and replacement plants.

Director Stapp updated the Board on his progress with the potential Shade Cover project that would create shade over the playground areas at both parks. He was told that there are no shade covers located nearby (installed by APC Play) for the Board to see and inspect in person. Furthermore, a final estimate for the shade cover project cannot be confirmed unless and until the board provides the shade company with a Plot Plan of the area. Getting the required County building permits to complete the shade cover project is also contingent upon having a finished Plot Plan of Venner Park. The estimate from Merrell Johnson Engineering to draw up a Plot Plan for Venner Park was reviewed and discussed. Director Hayhurst motioned to approve the bid from Merrell Johnson Engineering to complete a Plot Plan (also known as a Topographic Survey), for the estimated amount of $3,495 (and not to exceed $4,000). Director Stapp seconded the motion. The motion carried unanimously.

The Office Building and Compound were addressed next. The Secretary had nothing new to report about the progress on the kitchen renovations. She had not yet received any updated bids.

The hiring of the Auditor was discussed next. Director Hayhurst motioned to continue to do business with the current Auditor, Paul J. Kaymark, of The Pun Group, LLP, to complete the Audit for the upcoming FYE 2017. Director Schendel seconded the motion. The motion carried unanimously.

The 2017/18 Budget Workshop was held. The Secretary will prepare the Budget Resolution to be reviewed and adopted at the next board meeting.

The Senate Bill 496 (letter of opposition) was addressed next. Director Hayhurst motioned to support the CSDA (California Special District Association) by submitting a letter of opposition to SB496 as requested. President Jacobs seconded the motion. The motion carried unanimously.

The review of the Long Range Plans list was postponed again due to the large number of projects (5 total) that are currently already in the works.

The General Manager reported that new wood chips were delivered to both parks successfully on Tuesday morning, April 4th, 2017. Two large diesel trucks provided 60 cubic yards each of new wood chips to each of the playground areas at BHP and Venner Park.

President Jacobs asked if there were any Directors’ reports. There were none.

President Jacobs asked the Secretary if there were any additional bills to be presented. She indicated that there were none. Director Schendel motioned to pay all of the bills, as listed on the agenda. 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, May 22nd at 6:00 PM. The meeting adjourned at 7:06
 
Submitted by: 
Jen Rubio
Secretary/General Manager

Friday, May 19, 2017

Agenda for 5/22 Board Meeting

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, May 22, 2017 - 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 – April 24, 2017
                              Financial Reports – April of 2017
                                          (New report format)
                                          (New reconciliation procedure)  

5.   Correspondence

6.   Parks:       Barstow Heights:     Safety Check List and Ground Squirrels
                                                            Tree Planting bid
                                                            Lighting – basketball court area        

                        Venner Park:               Safety Check List
                                    Shade Covers - playground areas of both parks
                                    Plot Plan

7.   Office Building & Compound:       Kitchen Renovations

8.   2017/18 Budget Resolution 2017-2

9.   Safety Review Report

10.  Long Range Plans

11. General Manager’s Report

12.  Directors’ Reports

13.  Bills:        Edison - $81.27                                  
                        Terminix - $44.00
                        Frontier Communications - $87.37 

14.  New Business

15.  Executive Session - Litigation GC54956.99 (A) and Personnel GC54957.1

16.  Adjournment

Tuesday, April 25, 2017

Minutes from 3/27/17 Meeting (approved 4/24/17)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, March  27th, 2017

President Jacobs called the meeting to order at 6:00 PM and the Secretary led the group in the flag salute. Directors Jacobs, Schendel, Stapp, and Hayhurst, were all present. There were 4 guests attending, including the three applicants that had applied for the Director’s position that had been vacated by Paul Wilkey in December of 2016. The Board had met (Closed Executive Session) starting at 5:00 PM just prior to the meeting, to conduct private interviews with each of the three board member candidates. Each applicant was given a 15 minute interview with the board, to answer the same short list of questions. Then at 5:45 PM, during the continued Closed Executive Session, the Director’s discussed and decided who they’d most like to recommend for the position. Then the first item of business after the roll call and recognition of guests at 6:00 PM, was the announcement that after a difficult discussion and careful consideration, the Board had chosen Mr. Gene Low to fill the board vacancy. The Board and guests in attendance offered him their congratulations. President Jacobs reminded everyone that the recommendation would still need to be submitted to the County Board of Supervisors, who would then need to approve the appointment during one of their Board meetings, before the appointment would become official.

The Consent Items were reviewed. Director Schendel motioned to accept the Minutes of the February 27th, 2017 meeting and the Minutes of the March 6th, 2017 special meeting, along with the Financial Reports for February of 2017, as presented. Director Stapp seconded the motion. The motion carried unanimously.

The Correspondence file was offered for review. One email from Mark Rowan of Merrell Johnson Engineering was summarized. The email updated the Board that an estimate for engineering potential sidewalks and curbs on the South and Southeast sides of each park is still in the works, as additional research has been necessary to determine the location of County right-of-ways and help the engineers know what can and might need to be done to capture or divert any rain/flood waters. He expected to have an estimate ready by the next board meeting.

Barstow Heights Park was addressed. The Safety Check List from the City was reviewed. There were no new safety, or maintenance issues listed. President Jacobs expressed his concern that the playground wood chips have never been noted as deficient, even though both parks have been in need of them for some time and will be having them replenished very soon. President Jacobs also reported that he has seen a few ground squirrels (they are back) and he has used a few gas cartridges to keep them under control in recent weeks.

The Secretary is still working on getting a few tree-planting bids to help remedy the privacy concerns of the neighbors next door to the new shade canopy. She also reported that she had just met with Adam from Zapp Electric last Friday. He had stopped by to see the location where better lighting is hoped for, and he suggested that he could put up a 6x6 wood pole to mount a 500-watt LED light, located just inside the fenced-in office compound area where it would be the most secure. She was expecting to receive an emailed estimate from him very soon. President Jacobs was concerned that the street lamp shining from above and just behind the location of the additional light fixture might cause shadows on the court that would not be ideal. He was also interested in a “solar” lighting option that could be installed on the Southeast side, so no additional electrical conduit/wiring would be necessary. The Secretary will speak with the electrician again to see if he can offer another estimate in light of that new information.

President Jacobs reported that the new playground wood chips would be delivered to both parks on Tuesday, April 4th. The Secretary reported that she would meet to direct the Turboscape, Inc. employees, who would be driving the two truckloads full for delivery (60 cubic yards each), and arriving very early that morning (6:30 AM). She also reported that she had notified Mark Gerardi, so the City of Barstow was already aware of the delivery as well. The Shade Covers (metal frames constructed and covered with canvas) to cover the playground areas at both parks were addressed next. Director Stapp presented the paperwork he had regarding additional research he had done (found another company, APC Play). He had put many hours in corresponding with their representative, Nick Sanchez, by phone and email to come up with a new estimate/bid, since the last bid received from another company was so high. The packet included drawings and specs for three separate shade canopies using the same dimensions used by the previous bidder. The Board discussed all of the specifics of the new bid in detail. In comparison, the previous bid from another company was approximately $130,000 ($80,000 at Venner park and $50,000 at BHP) for all three shade canopies and thus, the reason Director Stapp wanted to see if he could find a better price. The newer bid Director Stapp procured was close to $40,000 less ($95,000). The Director’s agreed that they would like to get some references from other customers to determine if these canopies would be as durable and long-lasting in quality as the more expensive option. They were also interested in taking a field trip to see some of the shade canopies in person first (if there are any located nearby), so they can be more certain of the quality before making any decisions on the project. Director Stapp will contact them again to ask for customer references, more details about the durability of the fabric, and a site inspection so they can confirm that the dimensions as per the estimate are accurate.

Venner Park was addressed. There were no new safety or maintenance issues reported in the past month. President Jacobs expressed his concern about the large raised crack in the sidewalk (near one of the front-most picnic-areas going towards the restrooms). The Secretary will notify Mark Gerardi about the potential tripping hazard.

The Office Building and Compound were addressed next. The Secretary had nothing new to report about the progress on the kitchen renovations. She had not yet received any updated bids.

The Long Range Plans list was addressed next. The Board opted to discuss and revise it further next month.

The CD maturity was discussed. Director Stapp motioned that upon maturity, the Secretary will close and cash in the CD account (ending in 6325), and deposit those funds into the Savings account. Director Hayhurst seconded the motion. The motion carried unanimously.

The General Manager reported that she had been in contact with Nick Benson Jr. again and that she was hopeful that he would be available to come to the office again very soon to get the new computer system set up and running finally (all files backed up and transferred).

President Jacobs asked if there were any Directors’ reports. There were none.

President Jacobs asked the Secretary if there were any additional bills to be presented. She indicated that there were none. Director Hayhurst motioned to pay all of the bills, as listed on the agenda. Director Schendel 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, April 24th at 6:00 PM. The meeting adjourned at 6:55 PM.
                                                                          
Submitted by:  Jen Rubio - Secretary/General Manager

Friday, April 21, 2017

Agenda for 4/24 Board Meeting

A G E N D A
BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, April 24, 2017 - 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 – March 27, 2017
                                     Financial Reports – March of 2017

5.   Correspondence

6.   Parks:             Barstow Heights:              Safety Check List and Ground Squirrels
                                                                           Privacy Concerns of neighbors next to shade canopy
                                                                           Lighting – basketball court area

                                Venner Park:                   Safety Check List
                                                Shade Covers (playground areas of both parks)
                                                Plot Plan

7.   Office Building & Compound:               Kitchen Renovations

8.   Auditor (for upcoming FYE 2017)

9.   2017/18 Budget Workshop

10.  SB 496 (letter of opposition?)

11.  Long Range Plans

12. General Manager’s Report

13.  Directors’ Reports

14.  Bills:               Edison - $101.41                                               
                               Terminix - $44.00
                               Frontier Communications - $91.09           

15.  New Business

16.  Executive Session - Litigation GC54956.99 (A) and Personnel GC54957.1

17.  Adjournment
 

Wednesday, March 29, 2017

Minutes from 3/6/17 Special Meeting (approved 3/27/17)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
SPECIAL MEETING
Monday, March 6th, 2017

President Jacobs called the meeting to order at 6:00 PM and Director Hayhurst led the group in the flag salute. Directors Jacobs, Schendel, Stapp, and Hayhurst, were all present. There were five guests present and President Jacobs thanked them all for attending. He explained to the guests the reason an additional Special Meeting was necessary (proposed Resolution 2017-1). There were no public comments or questions.

President Jacobs read aloud Resolution 2017-1, recommending a consolidated election for governing board members with statewide general elections, and approving the rescheduling of such elections from odd-years to even-years, commencing with the 2017 election. Director Hayhurst motioned to pass and adopt Resolution 2017-1 as written. Director Stapp seconded the motion. A guest asked a question about what the anticipated cost increase would be if the Board didn’t pass the Resolution. The Secretary answered that she was told that election costs could increase by as much as 300-400% for any districts that opted to not recommend and participate in the consolidated election. The Resolution was then approved and adopted by the following roll call vote:
               
            Richard P. Jacobs, President             Aye
            Daryl R. Schendel                                Aye
            Robert M. Stapp, Vice President      Aye
            Jeanette L. Hayhurst                           Aye

President Jacobs updated the Board about the recent meeting with Merrell Engineering regarding the engineering necessary to possibly construct sidewalks and curbs along the South side of Barstow Heights Park. Presidents Jacobs, the Secretary, and resident, Gene Low, met with engineer Mark Rowan on Thursday 3/2 at 4pm. There were a few options that Mr. Rowan wanted to investigate further before coming up with an official written estimate. While measuring and taking into account the county right-of-ways, it was determined that a portion of chain-link fencing would either need to be moved inward on the property near the corner of H Street and Beryl Road, or an encroachment permit from the county might be necessary. He also looked at Venner Park to determine some possibilities there as well. Mr. Rowan suggested that Venner Park be surveyed and a plot plan be drawn up, so he could determine exactly where fence lines are located in relation to the county right-of-ways. Flood control plans would also need to be looked at more closely there before the possibility of sidewalks and curbs could be determined there as well. Mr. Rowan hoped to have an official bid/estimate prepared and ready for the Board to consider by the next Regular Meeting.

The General Manager reported that she had provided on the table for the Director’s reference, a copy of the latest newspaper article regarding the annexation issue that was printed in the Desert Dispatch on 2/28/17 (just in case they hadn’t all already seen it). The article was titled, “Barstow City Council approves formation of annexations committee.” She also reported that, as directed, she had delivered in-person a certified copy of an excerpt from the (approved on 2/27) minutes of the January 23rd Board Meeting, to the City Clerk’s office on Thursday 3/2 around 2:30pm. The documentation she gave to the City included a copy of the January 23rd agenda, the certified excerpt of the 1/23 meeting minutes (that stated that the general consensus and agreement of the majority of attending residents was that they were opposed to the annexation), as well as, a copy of the Frequently Asked Questions document that is also referenced in the January 23rd minutes.

President Jacobs asked if the Directors had any reports to share. Director Hayhurst reported that she would be attending the Barstow City Council meeting starting at 7pm that evening. She was listed on the agenda to address another item (regarding water), but will also be there as a representative of the BHCSD and to offer her support to Presidents Jacobs, who planned to speak regarding the possible annexation during the public comments portion of the meeting. Lastly, President Jacobs reported that he had revised the Long Range Plans List to reflect three new categories including: major projects, minor projects, and present/ongoing projects, and provided a copy for all of the Directors that evening. He encouraged them to look it over and be prepared to offer additional suggestions and modifications to the list at the next meeting.

There was no New Business to address and no Executive Session requested. The next Regular Meeting was scheduled for Monday, March 27th at 6:00 PM. Private job interviews with each of the three board member candidates will start at 5:00 PM. The meeting adjourned at 6:19 PM.

Submitted by:  Jen Rubio - Secretary/General Manager

Tuesday, March 28, 2017

Minutes from 2/27/17 Meeting (approved 3/27/17)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT
REGULAR MEETING
Monday, February 27th, 2017

President Jacobs called the meeting to order at 6:00 PM and the Director Stapp led the group in the flag salute. Directors Jacobs, Schendel, Stapp, and Hayhurst, were all present. There were 7 guests attending, some of whom were residents who still had concerns about the possibility of annexation into the City of Barstow. Questions came up again and the Director’s shared the same information that was shared at the previous meeting, that annexation is very unlikely to happen anytime soon, that it’s a process that could take years for the City to pursue and make progress on, and that the community would have to take a vote and thus, has a voice as to whether or not the City could even go forward with it. The Secretary also shared the list that answers the Frequently Asked Questions they might have about it, with any guests that wanted to take a copy.

The next item of business addressed was the Audit Report. The Auditor was unable to attend the meeting, but was available by phone, so the Secretary called him and put him on speaker phone, so all of the Directors could talk with him briefly starting at 6:07 PM. The Auditor walked the Director’s through the report and reviewed it with them page by page. Director Hayhurst motioned that the Board accept the Audit Report as presented. Director Stapp seconded the motion. The motion carried unanimously. The Directors thanked Paul (the Auditor) for a job well done, said good-bye, and the Secretary ended the call.

President Jacobs next addressed the Board Vacancy. He reported that three resumes and letters of interest had been received, and that there are three applicants for the position. The Board discussed how to handle that decision. They agreed that they would meet early before the next Regular Meeting in March to interview personally and separately each of the three candidates during a closed executive session; one at 5:00 PM, another at 5:15, and the last at 5:30. Then they would have fifteen minutes before the public meeting starts at 6:00 PM to discuss it privately and make their decision. They will then make their motion and announce their decision at the very beginning of the Regular Meeting.

The filling of the position of the Safety Coordinator (recently vacated by Director Paul Wilkey) was addressed next. Director Stapp volunteered to take on the job and the Board all agreed that would be fantastic, since he had previously done such a great job in the position once before.

The Consent Items were reviewed. Director Schendel motioned to accept the Minutes of the January 23rd, 2017 meeting, along with the Financial Reports for January of 2017, as presented. Director Stapp seconded the motion. Director Hayhurst mentioned that she would work with the Secretary to put together just an excerpt from the minutes regarding the Annexation that was addressed at the January meeting, to submit to the City of Barstow (a certified copy) the following week. 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 new safety, or maintenance issues listed. The report did say that the grounds-keepers are back to their weekly mowing schedule and that they did recently spray for weeds. President Jacobs reported that he did use a gas cartridge to get the one ground squirrel that he had found since the last meeting.

The Secretary is still working to get some tree-planting bids to help remedy the privacy concerns of the neighbors next to the new shade canopy. New signage, that asks park guests to please clean up after their pets will be looked into further as well.

Venner Park was addressed. The Safety Check List from the City was reviewed. There were no new safety or maintenance issues reported in the past month. This report also said that the grounds-keepers are back to their weekly mowing schedule and that they did recently spray for weeds. The Board reviewed the new estimate received for wood chips to refill the playground areas at both parks (Venner and BHP) and discussed the need briefly. Director Stapp motioned to approve the purchase of and hiring of Turboscape, Inc. to install new wood chips (120 cubic yards; 60 cubic yards at each park) for $5,880. Director Schendel seconded the motion. The motion carried unanimously.

The Office Building and Compound were addressed next. President Jacobs reported that he did spray for weeds around the office building a few weeks prior (between the two rain-storms that occurred). The two bids received for kitchen renovations were not even close in price range and did not appear to include the same kinds of materials, so the Board determined that a more specific list of exactly what the Board wants in the kitchen would be necessary to ensure that the contractors will be doing the same jobs (using similar quality materials). The Board discussed and wrote down in detail exactly what specific things they wanted done and included in the job. The Secretary will ask the bidders to re-bid again based on the new more detailed list.

The Long Range Plans list was addressed next. The Board opted to revise it in more detail next month. Director Hayhurst suggested that perhaps some of the smaller projects could be bundled up into a larger project, and a “project manager” could be hired to take on more of the major things that need doing at one time. President Jacobs suggested that perhaps the ideas listed on the Long Range Plans list would need to be grouped according to the priority/urgency the Board wants to put on them and/or how large the scope of each smaller project might be. The Secretary reported that she had new information regarding the possible addition of sidewalks and curbs at Barstow Heights Park after speaking with Mark Rowan, of Merrell Johnson Engineering in the past week. He was researching the project further and felt that it might be possible to add sidewalks and curbs along the outside edge of the chain-link fencing, as long as a brick-wall a few feet high were to be added to prevent water/debris from flowing through the chain-link fencing. She reported that he would be meeting with her the next Thursday afternoon to measure and discuss the possibilities further and all Directors were also invited and welcome to join the meeting, especially if they have any questions/concerns to address with him.

Form 700 was addressed next. Directors were given their copies to review and sign or notify the Secretary if any corrections needed to be made. The Secretary will submit them to the County Board of Supervisors.

The Safety Review Report was read aloud by the new Safety Coordinator, Director Stapp. Director Hayhurst motioned to accept the Safety Review Report as presented. President Jacobs seconded the motion. The motion carried unanimously. The Secretary will submit the report to SDRMA.

The General Manager reported that Director Hayhursts’ Ethics Training certificate had arrived and was now posted in the frame on the wall. She also reported that she had recently worked with the Auditor to complete the State Controller’s Report that was now due earlier than it used to be (by the end of January) and that they were able to meet that deadline.

President Jacobs asked if there were any Directors’ reports. There were no additional reports to be shared, but President Jacobs did encourage the Directors to consider attending the City Council Meeting coming up next week (Monday at 7pm) to voice their opinions.

President Jacobs asked the Secretary if there were any additional bills to be presented. She indicated that there were none. Director Schendel motioned to pay all of the bills, as listed on the agenda. Director Stapp seconded the motion. The motion carried unanimously.

There was no New Business and no Executive Session requested. The next Regular Meeting was scheduled for Monday, March 27th at 6:00 PM. The meeting adjourned at 7:24 PM.
                                                                       
Submitted by:  Jen Rubio - Secretary/General Manager