Minutes from 10/8/18 Meeting (approved 11/26/18)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, October 8th, 2018

President Stapp called the meeting to order at 6:01 PM and Director Schendel led the group in the flag salute. All five directors were present (Stapp, Jacobs, Schendel, Hayhurst, and Low). There were no guests in attendance.

The consent items were reviewed. Director Schendel motioned to accept the minutes of the August 27th, 2018 meeting, along with the financial reports for August of 2018, as presented. Director Low seconded the motion. The motion carried unanimously.

The correspondence file was passed around for review.

Barstow Heights Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. Director Jacobs continues to keep the ground squirrel population under control. They have been very inactive (rarely seen) in recent months. Director Low reported that he had figured out how to use the remote control for the new solar light. He said that he had to be standing directly underneath it for the remote to work. He programmed it to stay brightly lit for five hours, then dim for two hours, and then shut itself off. The need for trash can lid replacements was discussed. The secretary reported that Mark Gerardi had called her recently to let her know that many of the older metal lids were beginning to rust and that they would eventually become a safety issue (sharp edges). He suggested that the District replace at least ten of the older lids at BHP and five at Venner Park with the newest option, Fiberglass lids that won’t rust. The secretary had been unable to find pricing online, so she will need to call the company again and will have the pricing available at the next board meeting, so the board can determine how many to order. President Stapp reported that he had replaced the basketball nets at BHP in late July, and that they were still in good shape, but he purchased a few extra nets at Big 5 Sporting Goods just before they closed, so he is now prepared with three extra replacement nets whenever they might be needed again. He estimated that he had been replacing them approximately twice a year (total of 4 nets per year).

Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. President Stapp reported that the goat heads had been cleaned up and taken care of, so the secretary no longer needed to follow-up with making sure that would happen. The secretary was directed to write a thank you letter to Paul Wilkey for doing such a great job cleaning them up (without ever having been asked to do so). The board reviewed and discussed the bid for certified safety inspections and audits of both playgrounds by Pacific Park and Playgrounds. Director Hayhurst, motioned to approve the bid of $1,600 to inspect and audit both playgrounds, upon correction of the address listed on the billing invoice. Director Schendel seconded the motion. The motion carried unanimously.

The office building and compound was addressed. The Board reviewed and discussed the bids from R. Sanchez Roofing and Clemmer Services to re-roof the office building. The job of re-roofing would require a professional like Clemmer Services, to first disconnect the heating and air-conditioning units and venting, then remove it all (with a crane) from the roof before the work could be done, and then replace it after the new roof and fascia boards are on. The board requested that the secretary request and acquire an additional bid from Sun Harvester to handle the removal and replacement of the heating/air-conditioning unit, so they will have another estimate to adequately compare pricing. The Directors will review and discuss the bid from Clemmer Services again at the next board meeting.

Director Schendel motioned to approve the bid from R. Sanchez Roofing to replace the roof and fascia boards on the office building as specified in proposal # 9569 for $3,500. Director Low seconded the motion. The motion carried unanimously. The removal and repainting of the outside screen that protects the front window glass, as well as, the replacement of the signage above the door that needs to be updated and mounted to the front of the building was discussed. The secretary had been discussing these projects with Al Fiero and she didn’t know his exact pricing yet, but she anticipated that the price he will charge will likely be below her spending limits, and therefore, she expects to be able to hire and pay him to do the work as soon as he is able to without board approval. The secretary was directed to also ask Al Fiero if he would be interested in the job of painting the new fascia boards on the building, once they are in place. Director Jacobs was thanked for the work he did in the kitchen to fix/finish the trim molding under the counter.

The general manager reported on the finances. She reported that due to the takeover of Desert Community Bank by Flagstar Bank, the small “per check fees” that had previously been waved, would again be required charges in the future, unless the board opted to switch over to another type of account. The board agreed that it was better to stay with the current high-interest-yielding checking account and pay the small fees, rather than lose out on the interest the account still generates. She also let them know that (if they agreed) she would soon gain online access to the account (not to pay bills, but rather only to see/print paper statements), so as to avoid paying the new fee of $4 per each monthly account statement mailed that the bank would now be charging if the district didn’t opt out.

President Stapp asked if there were any directors reports. Director Jacobs reported that he had contacted Mark Rowan at Merrill Johnson Engineering. He would be following up with him again soon to see if he has any updates from the County Flood Control Department, that would allow the engineering work that is wanted at Venner Park to proceed. Director Hayhurst asked if anyone knew anything more about if/when the incumbent Director’s interviews with the Desert Dispatch reporter might be published. No one had heard anything further. She informed and invited everyone to the Barstow Water-Wise Festival coming up on Saturday 10/20 at Barstow Community College. President Stapp reported that he had contacted a few friends that lived on L Street to inquire if they had had any issues or confusion about being required to use “L Avenue” (incorrectly) as their address, like Mr. James (Rick) Hoover had. Director Low was thanked again for programming the new street light.

President Stapp asked the secretary if there were any additional bills to be presented. She indicated that there were three new bills just received, including:  1). Southern California Edison - $114.45, 2). High Desert Alarm $336.00 (annual), and 3). Golden State Water - $291.80. Director Jacobs motioned to pay all the bills, as presented. Director Hayhurst 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, November 26th at 6:00 PM. The meeting adjourned 6:48 PM.

Submitted by:           Jen Rubio

Secretary/General Manager

Agenda for 11/26 Board Meeting

A G E N D A

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, November 26th, 2018 - 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 – October 8th, 2018

                               Financial Reports – (not yet available)

5.   Correspondence

6.   Parks:         Barstow Heights:         Safety Check List and Ground Squirrels

                                                            Trash Can Lids - corrosion

                         Venner Park:              Safety Check List

                                                            Playground Inspections

7.   Office Building & Compound         New Roofing - including fascia boards

                                                            Removal and Reinstall of AC/Heating Unit

8.   Notice of Board Vacancy

9.   General Manager’s Report

10.  Directors’ Reports

11.  Bills:                                                                      Edison - $78.62 (Nov.)

                        Terminix - $46.00 (Oct.)                      Terminix - $46.00 (Nov.)

                        Frontier - $92.53 (Oct.)                       Frontier - $92.57 (Nov.)

                        Al Fierro - $65.00 (Oct.)                      Al Fierro - $65.00 (Nov.)

                        C.S.D.A. - $269.00 (2019 annual fee)

                                   

12.  New Business

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

14.  Adjournment

Minutes from 8/27/18 Meeting (approved 10/8/18)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, August 27th, 2018

President Stapp called the meeting to order at 6:01 PM and Director Jacobs led the group in the flag salute. All five directors were present (Stapp, Jacobs, Schendel, Hayhurst, and Low). There was one guest, James (Rick) Hoover, a resident of Barstow Heights, in attendance. Mr. Hoover and the secretary presented the board with copies of letters that Mr. Hoover had received from the County of San Bernardino and the City of Barstow. These letters were his evidence and verification that his correct street name on record should be “L Street,” while the U.S. postal service had continued to insist on utilizing “Avenue L” in their computer/records database. This had caused Mr. Hoover difficulty with trying to renew his driver’s license, because the addresses on record weren’t matching and couldn’t be verified by the DMV with the post office. Mr. Hoover wanted to make the board aware of the dispute, in case his research and correspondence to resolve the issue might be of help to other residents. The board thanked him for the useful information and he left the meeting at 6:05 PM.

The consent items were reviewed. Director Low motioned to accept the minutes of the June 25th, 2018 meeting, along with the financial reports for June and July of 2018, as presented. Director Jacobs seconded the motion. The motion carried unanimously.

The correspondence file was passed around for review.

Barstow Heights Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. Director Jacobs continues to keep the ground squirrel population under control. There have been very few of them seen at the park in recent months. Black widow spiders had also been seen in the restrooms at BHP and reported to one of the Directors. The secretary will inform the City, so they will know that they need exterminating.

President Stapp reported that the District had received the final inspection reports from APC Play and copies of them were reviewed and verified. Director Jacobs motioned to approve the inspections, accept the job as completed, and pay the final invoice. Director Hayhurst seconded the motion with special thanks to President Robert M. Stapp for leading the project and dedicating so much of his time to it. Director Jacobs added that he hoped that the board had learned a valuable lesson, in that from now on an in-person site inspection should be required by the board, to avoid all the additional delays that could have been avoided if the shade company had visited the site to know about the elevation changes prior to starting the project. The motion carried unanimously.

President Stapp also reported that the new solar light had been installed. The Directors expressed their disappointment that the solar light wasn’t as bright and didn’t light the area up as well as they had hoped it would. The secretary reported that she had been given a remote control (without instructions) and that perhaps making some adjustments with the remote might be helpful. Director Low volunteered to research the remote control online and learn how it works. Three new trash cans had also been installed. The secretary will be purchasing the three large plastic trash cans from Home Depot this Tuesday to insert and line the metal cans with, just as had been done before.

Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. The secretary was directed to ask Al Fierro to remove the goat heads that been reported and complained about at Venner Park. The secretary also reported on her progress in contacting Pacific Park and Playground to request an inspection of the playground equipment at both parks. The company was researching the history of the playgrounds (specifically

what had been installed by them prior and when) and then she expects to have an estimate from them for the cost of the inspection by the next meeting. Director Jacobs reported that he had heard from Mark Gerardi concerning the surface rust on the posts of the swing sets at Venner Park. The City did the “hammer test” and determined that the poles are sturdy and safe for now, but that perhaps they could be excavated and painted with a protective coating to prevent future corrosion.

The secretary reported that R. Sanchez Roofing would be coming to the office the next morning to inspect the roof and provide an estimate to replace it. She was directed to ask them to include the cost to replace the fascia boards that are very weathered, as well.

The updated long-range plans list (and potential capital improvements) was discussed briefly. A lot of progress continues to be made as more things continue to be checked off the list.

The safety review report was discussed. Director Low said he was satisfied with what had been written. Director Schendel motioned to accept and approve the safety review report as presented. Director Hayhurst seconded the motion. The motion carried unanimously.

The general manager reported on the finances. She wanted the board to know that she had transferred $50,000 from savings to the checking account on 8/15, to cover the final large check she had written to pay for the shade canopy project. She also reported that Desert Community Bank had waved the small “per check fees” charged due to changes that had occurred when the bank was sold to another larger bank (Flagstar). She asked the board if they wanted to consider adding any amendments or making any changes to the current conflict of interest code/policy, and they agreed that they did not. When asked about the audit, the secretary reported that she had signed the engagement letter months ago but had not yet been asked to provide any more information to them. She was expecting them to contact her again very soon to start the process.

President Stapp asked if there were any directors reports. Director Jacobs encouraged the other board members to stop by the office to check in on the secretary monthly to become more familiar with the work she is doing. Director Hayhurst reported that she had applied as a candidate for the Mojave Water Agency, as well as, for the Barstow Heights CSD. She was able to confirm with the County that she is running unopposed for both positions and that there are no conflict-of-interest issues to be concerned about. Director Schendel expressed his concerns about yard clean-up issues again. The Director’s will bring any addresses to the next meeting that need reporting to code enforcement. Director Low and Director Stapp reported that they had turned in their candidacy applications for the BHCSD Board of Directors by the 8/10 deadline. President Stapp reported about a suspicious car fire in the desert off L street, as well as, the recent potentially deadly snake bite of a resident (with a positive outcome due to his quick response to seek treatment).

President Stapp asked the secretary if there were any additional bills to be presented. She indicated that there were none. Director Jacobs motioned to pay all the bills, as presented. Director Low 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, September 24th at 6:00 PM. The meeting adjourned 7:16 PM.

Submitted by:          Jen Rubio
                                Secretary/General Manager

Agenda for 10/8 Board Meeting

A G E N D A

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, October 8th, 2018 - 6:00 PM
(re-scheduled from 9/24/18)

1.   Call to Order and Flag Salute

2.   Roll Call and Recognition of Guests

3.   Public Comments/Questions

4.   Consent Items:      Minutes – August 27th, 2018

                               Financial Reports – August of 2018

5.   Correspondence

6.   Parks:         Barstow Heights:       Safety Check List and Ground Squirrels

                                      Solar Lighting - remote control update

                                                            3 newest Trash Cans - liners are in

                                                            Trash Can Lids - corrosion

                         Venner Park:              Safety Check List and Goat Heads

                                                            Playground Inspections - estimate received

7.   Office Building & Compound         New Roofing - including fascia boards

                                                            Removal and Reinstall of AC/Heating Unit

                                                            Kitchen Renovations - trim molding fixed by Dick Jacobs

8.   General Manager’s Report

9.   Directors’ Reports

10.  Bills:          Edison - $117.24

                        Terminix - $46.00

                        Frontier -$92.13

                        Stewart’s Business & Tax Service - $150.00 (quarterly accounting)

                        Al Fierro - $65.00 (yard work)

                        Cash - $100.00 (petty cash)

                                   

11.  New Business

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

13.  Adjournment

Minutes from 6/25/18 Meeting (approved 8/27/18)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, June 25th, 2018

President Stapp called the meeting to order at 6:14 PM and Director Jacobs led the group in the flag salute. All five directors were present (Stapp, Jacobs, Schendel, Hayhurst, and Low). There were no guests in attendance.

The consent items were reviewed. Director Hayhurst motioned to accept the minutes of the May 21st, 2018 meeting, along with the financial reports for May of 2018, as presented. Director Low seconded the motion. The motion carried unanimously, with one Director (Jacobs) abstaining from the vote.

The correspondence file was passed around for review. President Stapp called attention to a letter from Golden State Water Company welcoming the District as new customers. Prior to this, the District office building had been unmetered. In preparation for the removal of the water tower located in front of the building, the water company will now need to measure and charge for any future water usage, even though the amount of water used at the building is very minimal. It had been the water company’s decision in prior years to allow the district office building to remain unmetered.

Barstow Heights Park was addressed. The safety checklist from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. Director Jacobs continues to keep the ground squirrel population under control. He will be stopping by the office building soon to re-stock his supply of gas cartridges that he uses regularly. At 6:22pm the meeting was briefly interrupted by a park guest who opened the door to ask if there was a water spigot nearby that he could use.

President Stapp reported on the completion of the shade cover project. He and the secretary had been corresponding by email with several employees of APC Play in recent weeks. The District had requested signed inspection reports that verify the completion of the project and final approval by the County. As soon as these reports are submitted to the District, the board will review them, and the secretary will pay the 2nd and final invoice. When asked for an update on the three additional new trash cans that had been ordered for BHP, the secretary reported that she hadn’t yet received confirmation of the exact date they are to arrive, but that she did anticipate that they would be shipped to John Rowe very soon. She also reported that John Rowe had received the new solar light and would be installing it the next day. A Director asked if a permit would be required to install the light. She responded, that she didn’t believe it would be, but that she would ask John to be certain about that.

Venner Park was addressed. The safety checklist from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. The secretary will keep trying to get an appointment with Sanchez Roofing for an estimate to perform maintenance on the roof of the office building.

The 2018-19 Budget Resolution 2018-1 was addressed. Director Hayhurst motioned to approve the budget, as presented. Director Schendel seconded the motion. The budget passed unanimously, and the budget resolution was then approved and adopted by the following roll call vote:

Robert M. Stapp, President                Aye

Richard P. Jacobs                                Aye

Daryl R. Schendel                                Aye

Jeanette L. Hayhurst                           Aye

Gene Low                                            Aye

The resolution was then 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 long-range plans list (and potential capital improvements) were discussed. The board agreed that the roof of the office building and new playground equipment would likely be their next priorities. Director Schendel volunteered to oversee the possible restroom upgrades (including doors on the stalls) as well. The secretary was directed to make an appointment with an installation company to come inspect the playground equipment to help determine what pieces are most in need of replacement.

The general manager reported on some of the new questions that arose the week prior regarding Desert Community Bank, which had been bought out by another larger bank, resulting in some unexpected changes including not having received monthly statements for the savings account during the past two months, as well as, small fees per every check written. She reported that she would get answers and have those issues resolved by the next meeting. She then thanked Director Jacobs for his many years of service as the board President and presented him with a thank you card that had been signed by everyone present.

President Stapp asked if there were any directors reports. Director Jacobs reported his concerns about the recent broken window and break-in attempts at his neighbor’s home. Director Hayhurst reminded the secretary to have a new low-flow toilet installed at the office (as had been previously discussed at a prior meeting), once the water tower is removed as is expected by late fall or early winter.

President Stapp asked the secretary if there were any additional bills to be presented. She indicated that there were none. Director Jacobs motioned to pay all the bills, as presented. Director Low seconded the motion. The motion carried unanimously.

The possibility of “going dark” and not holding a meeting during the month of July was discussed. The board agreed that a meeting might be held on the fourth Monday of July (7/23) IF deemed necessary, but unless there is urgent business to handle at that time, the board agreed that the next regular board meeting be scheduled for Monday, August 27th, 2018 at 6:00 PM.

There was no new business to address, but a closed executive session was requested to address personnel and the secretary left the meeting at 7:12 PM.

The secretary returned at 7:20 PM to discuss her annual employee evaluation with the board. The meeting then reconvened to open session at 7:21 PM. The board informed her officially that they had decided to increase her pay by $1 an hour starting July 1st, 2018. She thanked them, and the meeting adjourned 7:22 PM.

Submitted by:           Jen Rubio

Secretary/General Manager

Agenda for 8/27 Board Meeting

A G E N D A

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, August 27th, 2018 - 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 25th, 2018

                               Financial Reports – June and July of 2018

5.   Correspondence

6.   Parks:         Barstow Heights:     Safety Check List and Ground Squirrels

                                    Shade Cover Project (paid final invoice 8/14)

                                    Solar Lighting - for the basketball court (done 7/11)

                                                         Trash Cans - 3 additional (done 8/13)

                         Venner Park:              Safety Check List

                                                            Playground Equipment (both parks?)

7.   Office Building & Compound         Roofing Estimate

8.   Long-range Plans List (and Capital Improvements)

9.   Safety Review Report

10.  General Manager’s Report

11.  Directors’ Reports

12.  Bills:         Edison -           $99.93 (July)                $113.41 (August)

  Terminix -        $46.00 (July)                $46.00 (August)

                        Frontier -         $89.99 (July)                $92.09 (August)

                        Al Fierro -        $65.00 (July)                $65.00 (August)

                        San Bernardino County Treasurer - $173.01 (annual LAFCO fees)

                        Geo Services - $97.00 (water leak repair on 7/17)

                        State Compensation Insurance Fund - $1537.90 (final 2017 premium)

                        Golden State Water Company - $38.85 (first bill)

                       

13.  New Business

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

15.  Adjournment

Notice of Election

Minutes from 5/21/18 Meeting (approved 6/25/18)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, May 21st, 2018

President Stapp called the meeting to order at 6:00 PM and Director Low led the group in the flag salute. Four of five directors were present (Stapp, Schendel, Hayhurst, and Low). Director Jacobs was unable to attend due to family obligations. There was one guest in attendance, Terri Peralta, who is employed by the City of Barstow as the Robert A. Sessions Memorial Sportspark Supervisor.

Special guest presenter, Terri Peralta, addressed the Board. She thanked the Directors for the great job they have been doing and added that the “new park improvements are shining and are not going unnoticed by the community.” She explained that she had been invited by Director Hayhurst to come educate the Board about some of the upgrades and improvements the City currently has in the works, specifically the new restrooms that are being installed. She was invited to present so the Board could gather information and ask questions to help them determine if similar new restrooms at the Districts’ parks might be an improvement to consider in the future. She shared details about the “drop-in” pre-fabricated restroom facilities the City was in the process of purchasing (from the Public Restroom Company), including their approximate costs. The new restrooms already in place at Fogelsong Park, that are also being planned for Dana Park, Sturnacle Park, and Lillian Park, will meet new gender-neutral requirements (and are thus, title 24 unisex compliant), will be fully ADA compliant, and will also include parking lots and pathways to them that meet all ADA requirements, as well. They are graffiti-resistant inside (diamond-plated stalls and surfaces that wipe clean easily and/or are easy to re-paint) and can be set to lock automatically from the outside at 9pm or whatever time they might wish to close them to the public at night. The Board expressed their gratitude to Terri Peralta for her informative presentation and she left the meeting at 6:37 PM.

The consent items were reviewed. Director Low motioned to accept the minutes of the April 23rd, 2018 meeting, along with the financial reports for April of 2018, as presented. Director Schendel seconded the motion. The motion carried unanimously, with one Director (Hayhurst) abstaining from the vote.

The correspondence file was passed around for review. President Stapp noted that a letter from State Compensation Insurance Fund indicated a “modest” 6% rate increase. He was also concerned that the policy received still listed the former secretary, Debbie Garvin, as the contact person. The secretary will contact them again to request that they update their records to include the current/correct employee.

Barstow Heights Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. Director Jacobs continues to keep the ground squirrel population under control. President Stapp updated the board about the completion of the shade cover project. The installer had returned on Friday morning 5/18 to re-stretch and re-install the shade cover at BHP that wasn’t fitting properly before. The Directors informed the secretary that she should be receiving some kind of “notice of completion,” from the County and/or the contractor, and that the Board would need to have that certification (in writing) on hand before they can review and accept the project as completed, and before she can make the final payment. Some concerns about whether the other two shade canopies at Venner Park were also installed properly (tight enough) were also voiced and will need to be inspected again. The secretary reported that the three additional new trash cans are in the process of being ordered. All that was left for her to do was to get a check and the order confirmation form signed and returned to the manufacturer in the coming week. She had also received an email confirmation from John Rowe that he would add the solar light installation job to his schedule and let her know, as soon as he was certain, when that work can begin. Director Low confirmed that the two newly-replaced pepper trees were both alive and well.

Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. The board was very happy with how healthy and green the grass was currently looking.

The office building and compound was addressed. The board was very pleased with how great the yard was looking since the general manager had hired Al Fierro to do the weeding and upkeep around the office building bi-monthly. The secretary confirmed that he had trimmed the bushes, had done very detailed weeding and debris removal, and had gone above and beyond, even removing weeds from alongside the fence inside the parking lot, as well as, inside the water tower compound (a water company employee let him in, since the area is usually locked).

Potential capital improvements (Restrooms FY 2018-19) were discussed briefly. The board was happy to have been given so much information from Terri Peralta, that clarified and gave them a better idea of more possibilities and options they can consider. Other ideas shared and discussed briefly as possible capital improvements to consider included:  sidewalks and curbs, bathroom upgrades instead of a full replacement, new roofing on the office building, new/upgraded playground equipment, and a decomposed granite foundation laid for a bounce house area (once the water tower is removed).

The 2018-19 FY Budget Workshop was held at 6:55 PM.

The general manager had nothing new to report that hadn’t already been covered.

President Stapp asked if there were any directors reports. Director Hayhurst thanked President Stapp for stepping up to take on the responsibilities of President.

President Stapp asked the secretary if there were any additional bills to be presented. She indicated that there were none. Director Hayhurst motioned to pay all the bills, as presented. Director Low 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 25th at 6:00 PM. The meeting adjourned at 7:27 PM.

Submitted by:

Jen Rubio

Secretary/General Manager

Agenda for 6/25/18 Board Meeting

A G E N D A

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, June 25th, 2018 - 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 21st, 2018

                               Financial Reports – May of 2018

5.   Correspondence

6.   Parks:         Barstow Heights:       Safety Check List and Ground Squirrels

                                      Shade Cover Project (review)

                                                            Trash Cans - 3 additional (on order)

                                                            Solar Lighting - for the basketball court (update)

                         Venner Park:              Safety Check List

7.   Office Building & Compound

8.   2018-19 Budget Resolution 2018-1

9.   Long Range Plans List (and Capital Improvements)

10.  General Manager’s Report

11.  Directors’ Reports

12.  Bills:            Edison - $ 100.11

      Terminix - $46.00

                                Stewart’s Business & Tax Service - $150.00 (quarterly accounting)

                                State Compensation Insurance Fund - $158.63 (deposit premium)

                                U.S. Postal Service - $214.00 (annual P.O. Box rental fee)         

                                Frontier Communications - $90.03

                                Al Fierro - $65.00 (monthly yard clean-up)

                                State Compensation Insurance Fund - $102.10 (payroll report payment)

                                S.D.R.M.A. - $2219.88 (pre-paid insurance)

                                R.J. Thomas Manufacturing Co. - $1308.00 (3 trash cans)

13.  New Business

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

15.  Adjournment

Minutes from 4/23/18 Meeting (approved 5/21/18)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, April 23rd, 2018

President Jacobs called the meeting to order at 6:00 PM and Director Schendel led the group in the flag salute. Four of five directors were present (Jacobs, Schendel, Stapp, and Low). Director Hayhurst was unable to attend. There were no guests in attendance.

The election of new board officers was discussed. 1). President Jacobs nominated Director Robert M. Stapp as the new President. Director Schendel seconded the nomination. 2). Director Stapp nominated Director Jeanette Hayhurst as the new Vice President. Director Schendel seconded the nomination. 3). President Jacobs nominated Director Gene Low as the new Safety Officer. Director Stapp seconded the nomination. 4). President Jacobs motioned that Director Jeanette Hayhurst also continue to keep her current position as Clerk. Clerk duties include the reviewing and signing of the financial statements that are reconciled and prepared by the accountant each month. Director Low seconded the nomination. There were no objections and all four nominations were agreed to unanimously. Former President Jacobs continued to preside over the remainder of the meeting for one last time.

The consent items were reviewed. Director Schendel motioned to accept the minutes of the March 26th, 2018 meeting, along with the financial reports for March of 2018, as presented. Director Stapp seconded the motion. The motion carried unanimously.

The correspondence file was passed around for review. President Jacobs read a letter (vacation request) from the Secretary/General Manager that was included in the file. President Jacobs motioned to approve her request for one week of paid vacation time during the week of June 12-14, 2018. Director Low seconded the motion. The motion carried unanimously. President Jacobs also called attention to a letter from the Community Action Partnership of S.B. County asking for public officials to nominate any candidates interested in serving as a representative on their board of directors.

Barstow Heights Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. President Jacobs continues to keep the ground squirrel population under control. Director Stapp updated the board about the progress of the shade cover project. There were a few unanticipated challenges that resulted in delays and the installation ended up taking 3.5 weeks, instead of the 5 days that had been planned for. The shade canopies are now up successfully, aside from one more issue that was just discovered. Director Stapp noticed that the canvas cover was flapping around in the wind a lot. He took some video of it and sent it to the installer, who agreed that it should fit much tighter and not move in the wind that much at all. The installer will be returning on Friday 4/27 to remove the canvas and have it cut smaller, re-sewn, and re-stretched, so it can be attached properly. Director Stapp was uncertain if that can all be done in one day or if it will require more time to fix. In response to Director Schendel and Director Low’s concerns that the shade canopy at BHP was not large enough to cover all the playground equipment, Director Stapp explained that the reason was because the canopies cannot be safely engineered any larger than the one that is in place now. He suggested that replacing/reconfiguring the arrangement of the playground equipment underneath and/or adding another small shade cover would be some possible solutions to consider in the future. President Jacobs expressed his great appreciation to Director Stapp for all the hard work, extra time, and effort he gave to make such a huge project happen.

President Jacobs updated the board that the cost of the 3 additional new trash cans that the general manager had been directed to order would be $1,308, plus $950 for labor/installation, which was equivalent to the same price per trash can that had been paid the last time they had been ordered (22 trash cans were purchased in mid-October 2017).

The proposal from JDR Construction to provide and install a solar light with a pole at Barstow Heights Park (near the Southeast end of the basketball court), as per the specs provided to him, and including a concrete fitting that will be 2 feet wide by 2 feet deep with a rebar cage, was reviewed and discussed. Director Low motioned to accept and approve the bid as presented. President Jacobs seconded the motion. The motion carried unanimously.

The secretary had nothing new to report about when the dead pepper tree would be replaced. The last she had been told, a new tree had been ordered and would be replaced as soon as possible.

Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. Director Stapp voiced his concerns about something the contractor (shade canopy installer) had discovered when working there recently. He could see that some of the swing set poles were rusting (underground) and would likely need to be replaced soon. The secretary was directed to contact Mark Gerardi at the City and ask him to have his crew inspect the swing sets and give us their recommendation also.

The office building and compound was addressed. The secretary reported that she had hired Al Fierro on Wednesday 4/18 to come and do the weeding and yard clean-up around the office building. He will be coming to do the work at least every two weeks during the Spring and Summer. She was very impressed by what a great job he did (very detailed, even the tiniest weeds were removed), and was happy to now have a good solution for keeping the landscaping up and looking it’s best all the time.

The general manager reported that a new friend, Sherry Baily, would be offering and leading Qi Gong Tai Chi at Barstow Heights Park occasionally. She would be offering a free lesson/meditation/practice to the community at 10am on Saturday 4/28 in honor of World Qi Gong and Tai Chi Day. She also reported that she will be sharing more information with the public about that on Facebook very soon.

President Jacobs asked if there were any directors reports. Director Stapp reported that he had some new information to share. When he was completing his required ethics training course online a few months prior, the instructor mentioned some details about conflict of interest laws that pertain to the current board. There are some limitations that apply to any board member who might live or own property within 500 feet of a district-owned entity, like Director Low does. He contacted the CSDA and inquired further about the situation with their legal analyst. An “excess of caution” was recommended and it was advised that Director Low might prefer to abstain from voting for any future actions taken by the board that might be seen as something that could potentially increase his property value (specifically large capital outlay projects/improvements only).

President Jacobs asked the secretary if there were any additional bills to be presented. She indicated that there were none. Director Stapp motioned to pay all the bills, as presented. Director Low 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 a week earlier than usual, Monday, May 21st at 6:00 PM, since the fourth Monday in May falls on the Memorial Day holiday. The meeting adjourned at 6:43 PM.

Submitted by:        Jen Rubio
                              Secretary/General Manager

Agenda for 5/21/18 Board Meeting

A G E N D A

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, May 21st, 2018 - 6:00 PM

1.   Call to Order and Flag Salute

2.   Roll Call and Recognition of Guests

3.   Public Comments/Questions

4.   Special Guest Presenter – Terri Peralta, City of Barstow

5.   Consent Items:      Minutes – April 23rd, 2018

                               Financial Reports – April of 2018

6.   Correspondence

7.   Parks:         Barstow Heights:       Safety Check List and Ground Squirrels

                                      Shade Cover Project (review upon completion)

                                                            Trash Cans - 3 additional (in progress)

                                                            Solar Lighting - for the basketball court (in progress)

                                                            Pepper Trees (both are alive and well)!

                         Venner Park:              Safety Check List

8.   Office Building & Compound         Bi-monthly Yard Clean-up

9.   Capital Improvements – Restrooms (FY 2018-19)?

10.  2018-19 Budget Workshop

11.  General Manager’s Report

12.  Directors’ Reports

13.  Bills:          Edison - $ 116.41                                Terminix - $46.00                   

                        Frontier Communications - $99.44    

14.  New Business

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

16.  Adjournment

Minutes from 3/26/18 Meeting (approved 4/23/18)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, March 26th, 2018

President Jacobs called the meeting to order at 6:02 PM and Director Low led the group in the flag salute. Three of five directors were present (Jacobs, Schendel, and Low). Directors Stapp and Hayhurst were unable to attend. There were no guests in attendance.

President Jacobs reminded the board that the Countywide Plan Survey was due in just a few days (by 3/30). President Jacobs clarified that the purpose of the survey is to give the County some input for their long-range planning. The Secretary gave another printed copy of the survey to Director Low.

The consent items were reviewed. Director Schendel motioned to accept the minutes of the February 26th, 2018 meeting, along with the financial reports for February of 2018, as presented. Director Low seconded the motion. The motion carried unanimously.

The correspondence file was passed around for review. A bid from JDR Construction (to install solar lighting by the basketball court at Barstow Heights Park), had just been received and was included in the file. President Jacobs recommended that the item be added to next month’s agenda for further consideration when more Directors are expected to be present.

Barstow Heights Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. The report stated that new shade structures were in the process of being installed. President Jacobs informed the board that there were a few issues currently causing the project to slow. The contractor had never been out to the actual site to inspect it ahead of time (as Director Stapp had suggested and requested), so the shade canopies were engineered to be installed on a flat landscape and therefore, the installers were unprepared to deal with the grade they encountered once on site (at Venner Park). Some parts of the structure had to be returned to the manufacturer to be modified, to ensure that the poles would fit at the correct height. This also meant that a County inspector would now be required to come to the site to approve the adjusted site plans, as well. The secretary posted signs requesting that the public stay out of the fenced in areas for their safety, once she realized that the project was going to take longer than the 5-7 days that had been expected. President Jacobs reported that the ground squirrels continue to be under control, but he anticipated possibly seeing more of them as soon as the weather starts to warm up again. The dead pepper tree was discussed. The secretary confirmed that the landscaper had come by to inspect the tree a few weeks prior; but was uncertain how soon it would be replaced. She believed that the new tree was still on order. She then reported that Unique Landscaping had been at the office to clean up the yard outside the office building on Friday afternoon 3/16. The weeding was a big job and took several hours, since it hadn’t been done for a while. When asked about the trash cans, the secretary reported that she had confirmed with John Rowe that he does still have the 3 left-over pedestal mounts, so the three trash cans can now be ordered, minus the need to order the mounts.

Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. The report stated that the new shade structures were in the process of being installed. President Jacobs reported that the missing blue caps that needed replacing (up high on top of the fitness equipment/poles) at Venner Park, were there again. The Secretary had been researching where to get the replacement caps, but then they had mysteriously reappeared back in place about three weeks prior. She suspected that either a City grounds-keeper or possibly whoever might have taken them in the first place was responsible for replacing them. 

The general manager reported that after several weeks of experiencing technical difficulties with the DIR website (Department of Industrial Relations), she finally had success submitting the form PWC-100 for the shade canopy project on 3/21. The “ShredYourDocs” company had come to the office on 3/15 and shredded 15 boxes of old documents. She reported that she was currently working on re-submitting the SCR (State Controller’s Report) and mailing the form 700’s to the County (that are due in the coming week). Lastly, she reported that she had been receiving a lot of phone calls from the public inquiring when the parks would be open again. She reported telling people that the goal and the plan was for construction to be done and the playgrounds open again by Easter weekend (Friday 3/30), but she couldn’t promise that for certain.

President Jacobs asked if there were any directors reports. There was nothing more to report.

President Jacobs asked the secretary if there were any additional bills to be presented. She indicated that there were none. President Jacobs motioned to pay all the bills, as presented. Director Low 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 23rd at 6:00 PM. The meeting adjourned at 6:27 PM.

Submitted by:               

Jen Rubio

Secretary/General Manager