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
