Approved 4/29/2019

REGULAR MEETING

Monday, March 25, 2019

6:00 p.m.

1.  Meeting called to order at 6:09 by President Stapp.  Members present; Daryl Schendel, Gene Low and Dick Jacobs.  Guests present; DeJong Smalls, Jim Stradling.

2.  Pledge of Allegiance led by Jennifer Rubio.

3.  No public comments or questions.

4.  Consent items: 

            Minutes of 2/25/2019 – Motion to approve by Director Jacobs, with a second by Director Schendel.  Minutes approved with no opposition

            Financial reports – deferred to April Meeting.

5.  Correspondence is reviewed by Board.  No questions or follow up presented by Board.

            At this time, Director Jacobs reads letter of resignation from the Board effective this date at the conclusion of the meeting.  Words of appreciation and thanks are expressed by current members.

6.  Parks:

            Barstow Heights:  Trash can lids (20) are expected by mid April and will need replaced immediately due to the deterioration of the current metal lids.  Ground squirrel evacuation was done today by Director Jacobs and he indicates none were found by the water tank.

            Venner Park:  One basketball net is missing that President Stapp will replace this weekend.

            Playground Audit:  Audit received from Dynacon is discussed by Board.  President Stapp looked over the equipment in question at both parks.  Question was presented if City of Barstow has over looked any safety issues.  Jennifer Rubio indicates that the latest information is that the City has no certified playground equipment inspector.  Board suggest that a copy of the report be sent to City to see if they would be interested in giving estimates to perform the minor fixes indicated on the report.  (Carol will forward report next business day).  Some equipment does not meet current code but is adequate until time of replacement, then current code must be complied with.  Question was presented, how much money should be put into repairs in comparison with new equipment.  Board agrees that the report provides an obligation of this Board to act on the audit in a timely manner.

            Director Low indicates the trunks of two of the young trees newly planted in the Heights park are being cut in to by a trimmer and expresses the need of hand trimming near the trees.   Pictures have been taken and will be forwarded to the City.

7.  Office building and area: 

            New roofing will be installed the first or second week of April.  Sanchez roofing is behind due to rain.  Removal of heating/cooling unit to be done by Sun Harvester.

            Window grates will be removed and painted by Al Fiero at some point.

            New sign for the building is discussed.  Two options/bids presented by Kathy Fiero.  Motion to proceed with option number two was with made and then subsequently withdrawn by Director Jacobs.  Motion was tabled as clarification is required for size, cost and measurements.  Director Schendel will contact Fiero for follow up.

8.  Form 700:  Forms signs by necessary parties.

9.  Safety Report:  Read by Director/Safety Officer Low.  Motion to accept report as presented made by Director Schendel with a second by Director Jacobs.  Motion passed with no opposition.

10.  New Auditor:  Desire for a new Auditor is discussed by the Board.  Paul Messenger (Messenger & Hadley), suggestions from Debbie Bolton and Paul Kamarck (new company) were all mentioned.  Current Auditor (Pun Group) contract ends soon.  Need for new Auditor by end of May or sooner.  Director Schendel will research options further.

11.  Board Vacancy:  Two candidates are present, DeJong Smalls and Jim Stradling, are present and are both applied for a position for this Board.  Motion made by Director Schendel, with a second by Director Low, to accept Director Jacobs’ resignation effective immediately, with no opposition and one abstention (Jacobs) is passed.  Again, words of thanks and appreciation are expressed to Mr. Jacobs for his many years of service and dedication.  (Carol will seek direction for procedure to expedite appointments of new proposed Board members).

12.  General Manager’s report:  Read by Carol.  Discussion of pay schedule held with Board and current/out-going GM Jennifer Rubio.  Carol will now be paid every two weeks.  Need for a Board member to sign financial reconciliations is expressed and Director Schendel will now perform that duty.  Carol will be purchasing a new vacuum and cordless telephone for the office.

13.  No Director’s reports.

14.  Bills.  Director Low motions to accept bills as presented with a second by Director Schendel.  Motion passes with no opposition.

15.  New Business.  County Board of Supervisors April meetings are 2^nd, 16^th and 30^th of the month.  No other business presented.

16.  Executive Session not required at this meeting.

17.  Meeting Adjourns at 7:31 p.m.

Next Regular Meeting:  Monday, April 22, 2019 at 6:00 p.m.

Submitted by

Carol Mauk,

General Manager/Secretary/Clerk

Agenda for April 29, 2019 Meeting

Regular Meeting Agenda

Monday, April 29, 2019 - 6:00 p.m.

1.  Call to order and Flag Salute

2.  Roll call

3.  Acknowledgment of guests/public comments/questions

4.  Approval Items

Minutes of March 25, 2019

Financial Reports

Bills/issued checks

5.  Correspondence

6.  Parks

          a.  Barstow Heights

Safety Checklist/ground squirrels

Trash can lids (delivered mid-April/install by mid-May)

b.  Venner Park

Safety Checklist

7.  Office Building and Area

a.  New roof (May 1)

b.  Sign (review updates)

8.  New Auditor for FY ’19-’20 (Speaker)

9.  Board Vacancies

10.  General Manager’s Report

11.  Directors’ Report

12.  Roundtable

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

          Adjournment -- Next Meeting Date:  May 20, 2019 at 6:00 p.m. (due to holiday)

Approved Minutes of 2/25/19

My apologies for the late post.  These minutes were approved on 3/25/19

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, February 25th, 2019

All four board members (Stapp, Jacobs, Schendel, and Low) arrived by 5:00 PM and immediately entered a closed executive session to address new personnel. Job interviews with four applicants for the General Manager/Secretary position began at 5:03 PM. Appointments with the applicants had been set up to begin every 15 minutes (at 5:00, 5:15, 5:30, and 5:45 PM). The interviews concluded at 6:01 PM, and a five-minute recess was taken before the start of the regular meeting.

President Stapp called the regular (public) session of the meeting to order at 6:06 PM and Director Low led the group in the flag salute. There were two guests, residents DeJong Smalls and Jim Stradling, in attendance. The guests had been invited by the secretary to come and learn more about the board vacancy and what is required to fill the position. The board welcomed their guests and thanked them for coming.

President Stapp requested that item #4 on the agenda, discussion about who to hire for the general manager/secretary position, be moved (to item #16), to be addressed near the conclusion of the meeting, during the closed executive session.

The audit report was reviewed and discussed. The auditor was not available to speak with the board via conference call, as had been planned and anticipated. Director Jacobs motioned to accept the audit report as presented. Director Low seconded the motion. The motion carried unanimously.

The consent items were reviewed. The accountant and secretary had been unable to meet to reconcile the accounts for January, so there were no financial reports to review. Director Schendel motioned to accept the minutes only of the January 28th, 2019 meeting, as presented. Director Low seconded the motion. The motion carried unanimously, with Director Jacobs abstaining from the vote due to his absence from the previous board meeting.

The correspondence file was passed around for review.

Barstow Heights Park was addressed. The safety checklist from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. The report did state that the City of Barstow Parks department is working with the water company to see if any water-saving measures can be made. Director Jacobs continues to keep the ground squirrel population under control. When asked about the plastic trash can lid replacements, the secretary reported that they had been ordered several weeks prior

and are expected to be delivered to the City maintenance yard within 4-6 weeks.

Venner Park was addressed. The safety checklist from the City of Barstow was reviewed. There were no new safety or maintenance issues listed. The report did state that the staff had done tree trimming there this month.

Page 2…  (Minutes – February 25th, 2019)

When asked, the secretary reported that the playground inspections that the board had approved last month were scheduled to be completed by the certified inspection company, Dynacon, during the first week of March.

The office building and compound were addressed. The secretary had continued to stay in touch with R. Sanchez Roofing. Due to the frequent heavy rain in recent weeks, they were running several weeks behind schedule. She will continue to follow up with them to secure a date for the work to begin as soon as possible. The secretary will make sure Al Fiero is able to take the sign on the building down a week or two before the roofing work is set to begin.

The board vacancy was discussed in detail. The Directors asked the potential applicants why each of them might be interested in serving as a board member (and they answered). The board addressed a few of their questions and encouraged them both to submit a resume and letter of interest before the next board meeting, so the board can then choose someone to recommend to the County Board of Supervisors (to be appointed in lieu of election).

The general manager reported that a phone company technician had been to the office to repair the phone line on Tuesday 2/5. The lines on the roof were damaged by heavy rains back in late December. Due to the unavailability of the phone line, the secretary had been using her personal cell phone for business. The repair was free because the damage was to external wires. High Desert Alarm had also contacted her a few times regarding interruptions to the alarm system because of the loss of connection, and she was very pleased with the follow up service they were providing.

President Stapp asked if there were any directors reports and there were none.

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

A closed executive session was requested to discuss new personnel and the guests left the meeting at 6:50 PM. After a brief review of the applicants and further discussion, the board called the regular meeting back to order at 6:59 PM. Director Jacobs motioned to hire Carol Mauk as the new general manager and secretary and offer her $19 per hour with an employee evaluation/review to be held in two months. Director Schendel seconded the motion. The motion carried unanimously. Director Schendel will call Carol to offer her the position. If she accepts, then the secretary will notify the other applicants of the decision later in the week.

The next regular meeting was scheduled for Monday, March 25th at 6:00 PM. The meeting adjourned at 7:07 PM.

Submitted by:                             Jen Rubio

                                                      Secretary/General Manager

April 2019 Board Meeting

The April meeting will be held on the fifth Monday due to a conflict with one of the Directors.  The meeting will be April 29, 2019 at 6:00 p.m.  Hope some of our residents can make it!!

Board of Directors Vacancy