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