Minutes from 10/23/17 Meeting (approved 11/27/17)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, October 23rd, 2017

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

The consent items were reviewed. Director Hayhurst motioned to accept the minutes of the September 25th, 2017 meeting, along with the financial reports for September of 2017, as presented. Director Stapp seconded the motion. The motion carried unanimously.

The correspondence file was offered for review. President Jacobs called attention to the “president’s special acknowledgement award,” received from SDRMA (liability insurance) in recognition of having no paid claims for five consecutive years. Director Hayhurst will be attending the ASBCSD (Association of the San Bernardino County Special Districts) meeting hosted by the Mojave Water Agency with Beverly Lowry on November 13th (as per the flyer/invitation included in the correspondence file).

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 Stapp mentioned that he noticed that one of the nets on one of the basketball hoops is worn out and there’s not much left of it, so he’ll be replacing it soon. President Jacobs reported that the ground squirrels are either gone or hibernating, as he has continued to not see any for several months now.

President Jacobs reported that he and the secretary had both been trying to reach Zapp Electric regarding the new street lamp installation (near the basketball court) project. They had both been unsuccessful at contacting him so far, but will keep trying. The secretary reported that she was still working with Unique Landscaping to get the dead pepper tree replaced. The Board discussed the old cottonwood trees in the park (the only two that are left). Director Hayhurst suggested than an arborist be hired in February or March to come out and inspect them. Then, if the arborist recommends, one or both can be removed, but only if completely necessary due to safety concerns.

Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues reported. The report did specify that some minor tree trimming had been done. President Jacobs was concerned about how short some trees had been trimmed, but he was also thinking that maybe it was done as a safety precaution (to prevent people from running into the low-lying branches). The secretary will follow up with Unique Landscaping also about the dead/missing trees and shrubs that still need replacing there. President Jacobs also mentioned that two very tall poles in the fitness area were missing their caps, so that will need to be addressed in the near-future, as well.

Director Stapp updated the board that he had nothing new or different to report about the shade cover project (three canopies to shade the playground equipment at both parks). The project is progressing along as expected. The secretary reported on the email correspondence she had with the company (APC Play) that morning to clarify the correct addresses of both parks for the engineering plans. The engineering plans were just about ready to be submitted to the County for approval.

President Jacobs shared the map he had drawn up to mark and show the locations where the new trash cans (22 total, 9 at BHP and 13 at Venner) should go. The trash cans are expected to arrive during either the first or second week of December. Once they are delivered, President Jacobs will contact the City and meet up with one of the groundskeepers to coordinate and mark where the sprinkler lines are located, so John can avoid them during installation. 

The office building and compound were addressed next. The secretary reported that she expected the kitchen renovations to begin by mid-November and that she anticipates that some or most of the work was likely to be done before Thanksgiving.

The general manager reported that she had researched and learned how to submit the PWC-100 form (for the shade canopy project) online. A County permit number and some other final details were still required to be able to fill out the form completely, and she should have all of that information once the county approves the job, so will be able to submit the form then. She also reported that she had made a little progress on re-organizing the policy and procedures manual, and was planning to continue working on that. Her goal was to have an updated/current copy of the manual complete by the end of the year. Director Hayhurst will also get with the secretary to work on shredding and destroying some of the old files/documents that no longer require keeping, once the kitchen renovations are done.

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 Stapp motioned to pay all of 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, November 27th at 6:00 PM. The meeting adjourned at 6:38 PM.

Submitted by:
Jen Rubio
Secretary/General Manager

Agenda for 11/27 Board Meeting

A G E N D A

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, November 27th, 2017 - 6:00 PM

1.   Call to Order and Flag Salute

2.   Roll Call and Recognition of Guests

3.   Public Comments/Questions

4.   Audit Report:  FY 2016-17 (via telephone on speaker)

5.   Consent Items:      Minutes – October 23rd, 2017

                              Financial Reports – October of 2017

6.   Correspondence

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

                                                         Solar Street Light (southwest side of basketball court)

                                                         Pepper Trees

                        Venner Park:      Safety Check List

                            Progress on Shade Cover Project (playground areas of both parks)

                             Trash Cans ordered (13 Venner, 9 BHP)

                                                Estimated arrival (week of 12/4 or 12/11)

8.   Office Building & Compound:   Kitchen Renovations (progress)

9.   General Manager’s Report

10.  Directors’ Reports

11.  Bills:       Edison - $93.75

Terminix - $44.00                                

                      Frontier Communications - $90.12

12.  New Business

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

14.  Adjournment

Minutes from 9/25/17 Meeting (approved 10/23/17)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, September 25th, 2017

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

The consent items were reviewed. Director Hayhurst motioned to accept the minutes of the August 28th, 2017 meeting, along with the financial reports for August of 2017, as presented. Director Schendel seconded the motion. The motion carried unanimously.

The correspondence file was offered for review. Director Hayhurst called the board’s attention to an article she had read in the CSDA magazine she had just received in the mail (Sept-Oct 2017 issue, page 20). She wanted to inform the board that as per the article, “Districts are no longer required to hire department registered contractors or file a PWC-100 form for projects under $25,000 for new projects and under $15,000 for maintenance projects.” The Secretary was directed to make sure that a form 100 is filed for the shade cover project that is still in the works.

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 reported that the ground squirrels are still under control, as he has continued to not see any for several months now.

The secretary had no new progress to report regarding the street lamp near the basketball court the board was still interested in, only that there were copies in the correspondence file of the reminder emails she had sent to the potential installer. Director Low brought up his observation that both pepper trees recently planted were not looking good. The secretary will contact the landscaper to let them know that the two new trees didn’t survive and will need replacing.

Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues reported. The check list did inform the board that the City had replaced a seat on a swing set that had been vandalized during the past month. The secretary was not yet certain as to whether a bill for that repair would be coming (if the replacement had cost the City more than $200) or not (if it was under $200).

The shade cover project (three canopies to shade the playground equipment at both parks) was addressed next. President Jacobs reported that Director Stapp had informed him that the project was moving along as expected. The Board then discussed the color options for the metal support poles and the canvas covers. The Board agreed upon “aquatic blue” for the canvas shade covers and “almond” for the poles.

The installation of 22 new trash cans (9 for BHP and 13 for Venner park) was discussed. The board reviewed the proposal from JDR Construction to install them. The work would include the digging of the footings and the concreting-in of the posts/bases for each of the 22 trash cans. The job includes John Rowe’s preference to have the shipment sent directly to him (his yard), where he will unload the freight shipment with a forklift, assemble, and then transport them back to the job sites to install. Director Hayhurst motioned to approve the bid of $6,140 to do the job. Director Low seconded the motion. The motion carried unanimously.

The office building and compound were addressed next. The board reviewed and discussed the two bids received for the kitchen renovation job. Director Low motioned to accept the bid from JDR Construction for $8,350 to do the work as listed on the proposal dated 9-22-2017. Director Hayhurst seconded the motion. The motion carried unanimously. The secretary was directed call Sanchez Roofing company to request a roof inspection and estimate to re-do the roof of the office building.

The general manager reported that she had copied the “best practices of capitalization thresholds for capital assets” document (that the board had adopted at the last meeting), on to district letterhead and had the board president sign it so she could send an official copy of that on to the Auditor, as well as, include a copy in the policy and procedure manual. She also reported that she will have jury duty in Victorville on Tuesday 10/3 so will need to miss work that day. The board recommended that she go ahead and serve jury duty if selected, and she can make up any office hours she may have to miss when she is able to.

President Jacobs asked if there were any directors’ reports. Director Hayhurst reminded everyone that October 7th is Spanish Trail Day at the Desert Discovery Center. Director Schendel reported that there are still trees growing in his road (in the cracks full of dirt) near his home. Director Low expressed his disappointment that so many of the potholes weren’t filled in before the roads were re-paved, which resulted in the new roads still being full of large bumps in many spots. Director Jacobs reported that he had recently learned that the MWA (Mojave Water Agency) is releasing a little more water to the area. He’d also observed on a few occasions (mornings) the County working to fill in cracks on some of the East/West streets.

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 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, October 23rd at 6:00 PM. The meeting adjourned at 6:44 PM.

Submitted by: 

Jen Rubio
Secretary/General Manager
  

Agenda for 10/23 Board Meeting

A G E N D A

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, October 23rd, 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 – September 25th, 2017

                              Financial Reports – September of 2017

5.   Correspondence

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

                                                            Solar Street Light (southwest side of basketball court)

                                                            Pepper Trees

                                                            Old Trees

                        Venner Park:            Safety Check List

                                 Progress on Shade Cover Project (playground areas of both parks)

                                 Trash Cans ordered (13 Venner, 9 BHP)

                                                Estimated arrival (week of 12/4 or 12/11)

7.   Office Building & Compound:        Kitchen Renovations (scheduled)

8.   General Manager’s Report

9.  Directors’ Reports

10.  Bills:        Edison - $111.08                                 Terminix - $44.00                                

                        Frontier Communications - $89.91     Hi Desert Alarm - $336.00 (annual service fee)

                        R.J. Thomas Mfg. Co, Inc. - $8,734.88 (22 new trash cans)

11.  New Business

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

13.  Adjournment

Minutes from 8/28/17 Meeting (approved 9/25/17)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, August 28th, 2017

President Jacobs called the meeting to order at 6:00 PM and Director Schendel led the group in the flag salute. All directors were present (Jacobs, Schendel, Stapp, Hayhurst, and Low). There were no guests attending.

The consent items were reviewed. Director Stapp motioned to accept the minutes of the July 24th, 2017 meeting, along with the financial reports for July of 2017, as presented. Director Low seconded the motion. The motion carried by a vote of 3-0. Director Schendel and Director Hayhurst abstained from the vote due to their absences from the previous meeting.

The correspondence file was offered for review. President Jacobs shared email correspondence from the week prior between the secretary and Bill Little, the county roads supervisor, regarding upcoming road work that had just begun. The improvements will be performed on the county sections of Rimrock Road, H Street, and L Street from 8/28 to 9/26. The Secretary had shared a blog post on Facebook informing the public and reminding them to please slow down and expect delays.

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 reported that the ground squirrels under control as there had been no new holes to deal with since last month.

The two new pepper trees recently planted by Unique Landscaping were discussed briefly. One of the trees isn’t looking very healthy, but the secretary was reassured that Unique Landscaping is keeping a close eye on it, has been giving it extra water, and that they will replace it if it doesn’t recover soon.

The street lamp near the basketball court was discussed again. President Jacobs will get more information to the secretary regarding the exact solar street light he is interested in (50 watt solar-powered LED), so she can request another installation estimate from Zapp Electric.

Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues reported. The board was aware that there are still some trees and bushes that need replacing, but the City is working on that. Director Stapp commented that the grass there continues to look “really good.”

The shade cover project (three canopies to shade the playground equipment at both parks) was addressed again. President Jacobs had a lot of questions and concerns and a lengthy discussion ensued. President Jacobs motioned to approve the hiring of APC Play to purchase and install the shade structures for the amount quoted ($89,011.76), but not to exceed $100,000, to allow for the small possibility that the costs might increase a little if any additional equipment/engineering/permit fees are required later. Director Schendel seconded the motion. The motion carried unanimously.

The new trash cans that are needed at both parks were discussed again. The purchase of 22 new trash cans (9 at BHP and 13 at Venner park), had been approved at the last meeting and the secretary had made some progress, as she now had permission from Mark at the City to have them shipped to and stored briefly at the City warehouse, like had been done once before (because a forklift is required to unload them). She will get the trash cans ordered and get an estimate from John Rowe to determine the cost of installing them once they arrive (prevailing wages included).

The office building and compound were addressed next. The secretary should finally have the re-bids for the kitchen renovation job ready for the board to consider at the next meeting in September. Director Hayhurst requested that the weeds that had grown back quickly be removed again.

President Jacobs read a short excerpt from the letter received from the San Manuel Band of Mission Indians to clarify how it might impact the district. Because none of the districts’ projects are expected to effect surrounding land/resources, reporting them to the tribe will most likely never be necessary.  

The best practices of “capitalization thresholds for capital assets” document, as provided by the Auditor, was reviewed and clarified. Director Hayhurst motioned to approve and implement the best practices, as is the standard accepted practice, and as was recommended by the auditor; motion to be adopted retroactively to July 1, 2016 and going forward. Director Stapp seconded the motion. The motion carried unanimously.

Discussion about water conservation was skipped, but will be added to the agenda again in October.

Director Stapp presented the safety review report. Director Schendel motioned to accept the report as presented. Director Low seconded the motion. The motion carried unanimously. The secretary will mail the approved and signed report to SDRMA as usual.

The general manager reported having another very busy month that required her to work additional hours to finish just the most urgent things. The auditor’s assistant, Jesse, had been at the office on Tuesday 8/8 to complete several hours of field work/sampling. She also continued to meet with Deb, the accountant, several times to finish up more accounting work that the auditor requested be done. She had purchased and installed a new Microsoft Office program for the new computer. Using the program now requires that it be renewed by paid subscription annually. She had been to the bank, and provided them with a copy of the approved minutes necessary to remove a former Director (Wilkey) from the signature card and add new Director, Gene Low, to the account. He will stop by the bank to sign and finalize that paperwork. Finally, she requested some direction on exactly how much money the Board wanted her to move from Savings to Checking, so the large check she will be writing to pay the deposit towards the new shade structures will be covered. Director Hayhurst motioned that the secretary transfer $50,000. Director Schendel seconded the motion. The motion carried unanimously. The Directors will stay briefly to take their annual “group photo” after the meeting adjourns.

President Jacobs asked if there were any directors’ reports. Director Stapp thanked the board for finally approving the shade cover project and promised to keep everyone updated on its progress. President Jacobs reported that he had a conversation with a golden state water company employee working near his home recently. He was told that they now have the permit required to put a new water tank in at the top of the Heights (near the radio tower), so its construction and the removal of the old water tower located in front of the district office building is that much closer to happening.

President Jacobs asked the secretary if there were any additional bills to be presented. She indicated that there were none. Director Low motioned to pay all 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, September 25th at 6:00 PM. The meeting adjourned at 7:13 PM.

Submitted by:
Jen Rubio
Secretary/General Manager

Agenda for 9/25 Board Meeting

A G E N D A

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, September 25th, 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 – August 28th, 2017

                              Financial Reports – August of 2017

5.   Correspondence

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

                                                            Solar Street Light (southwest side of basketball court)

                        Venner Park:               Safety Check List

                                    Progress on Shade Cover Project

                                               (playground areas of both parks)

                                    Trash Cans ordered (for both parks)

                                                Estimate received for the Install

7.   Office Building & Compound:     Kitchen Renovations (2 bids received)

8.   General Manager’s Report

9.  Directors’ Reports

10.  Bills:        Edison - $115.12                                 Terminix - $44.00                                

                        Frontier Communications - $89.62     Stewart’s - $50.00 (accounting)

The Pun Group - $3,500.00 (audit)

11.  New Business

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

13.  Adjournment

The Board of Directors on 8/28/17

We are pleased to share the latest
annual photo taken of the members of
our 2017 Board of Directors!

(L to R):  Our newest Director, Gene Low, Daryl Schendel,

President Dick Jacobs, Vice President Robert M. Stapp, and

Jeanette Hayhurst. Our board members continue to work

hard to make our community and beautiful parks better.

We are so thankful for all that they do!

Minutes from 7/24/17 Meeting (approved 8/28/17)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, July 24th, 2017

President Jacobs called the meeting to order at 6:00 PM and Director Low led the group in the flag salute. Three directors were present (Jacobs, Low, and Stapp) and two directors were absent (Hayhurst and Schendel). There were no guests attending.

The consent items were reviewed. Presidents Jacobs motioned to accept the minutes of the June 19th, 2017 meeting, along with the financial reports for June of 2017, as presented. Director Low seconded the motion. The motion carried unanimously.

The correspondence file was offered for review. President Jacobs shared a letter from LAFCO informing the district that their office is moving to a new location in San Bernardino. He also presented a five-page letter just received from the San Manuel Band of Mission Indians. He volunteered to read and study it further, then bring it back to the next board meeting for further discussion and consideration.

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 did specify that the park had recently been fertilized with nitra king fertilizer. President Jacobs reported that he continues to keep the ground squirrels under control and that there haven’t been very many new holes to deal with.

The secretary had no new information from Unique Landscaping regarding the pepper tree planting job. The two new trees were still “on order” but expected to arrive for planting very soon.

The bid received for the installation of a new street lamp near the basketball court (Bid 02-17) was discussed. The price of the project was much higher than anticipated, and the board agreed that they’d like to look in to other possibilities (like solar lighting perhaps), before hiring anyone for the job. President Jacobs motioned to decline the only bid received. Director Stapp seconded the motion. The motion carried unanimously. President Jacobs reported that the secretary had received another bid that morning for installing outdoor lighting, but because that bid hadn’t arrived by the required deadline, it could not be considered. There was also uncertainty as to whether or not the estimate included “prevailing wages” in their pricing, as is required by law. The Secretary will follow up with the bidder for more information and will ask both bidders if they would be interested in submitting new proposals that can include more affordable solar lighting options, instead of electric.

Director Stapp updated the board that the worn-out net on the basketball court at Barstow Heights Park that he had reported on last month had been replaced. He had intended to purchase and replace the net himself, but discovered that it had already been done. The person who replaced the net was unknown, so the secretary will ask Mark Gerardi with the City of Barstow if he knows who might have replaced it (a City employee or a good Samaritan perhaps?) to try to solve the mystery.

Venner Park was addressed. The safety check list from the City of Barstow was reviewed. There were no new safety or maintenance issues reported.

Director Stapp updated the board regarding progress on the shade cover project (three canopies to shade the playground equipment at both parks). Since the plot plan of Venner Park was recently completed, the secretary now needs to know what size and format (hard copy or digital) is needed to send the plot plan on to the shade cover company so the project can move forward.

The new trash cans that are needed at both parks were addressed next. The board discussed the current cost of ordering 22 new trash cans (9 at BHP and 13 at Venner), which would total $8,360 plus the cost of freight and tax (which was estimated to be approximately $800-1000). The secretary will first need to get permission from the City of Barstow to ship to, unload, and store them at the City warehouse like had been done before (and since a forklift is required to unload them). Director Stapp motioned to approve the purchase of the 22 trash cans for $8,360 plus the cost of freight and taxes. Director Low seconded the motion. The motion carried unanimously. The board will discuss who they might hire to install the trash cans at the next regular meeting when more directors are present.

The office building and compound were addressed next. There was no new progress on the kitchen renovation job to report. The secretary did report that Unique Landscape had been at the office on Monday afternoon 7/17 and had worked for 2.5 hours to remove all the weeds, replace 12 plants that were dead, re-set the sprinkler timer, and instructed her how to gradually reduce the water settings as the weather begins to cool, to prevent the new plants from freezing or being overwatered.

The board briefly discussed the letter received from the San Bernardino County CSDA regarding a legal issue involving LAFCO. The director’s agreed that the item was of importance simply to help them stay educated and informed, then determined that no response or action was necessary.

Further review of the list of long range plans was postponed until when more directors are present.

The general manager reported that in addition to being excited about the new landscaping outside the office building that looks great again, she was also very happy to get the new computer system up and running finally. Her husband Jose, who knows a lot about computers, assisted her in making that happen. They purchased an external hard drive from Walmart and saved all the old files to it, so she still has access to any of the old documents she might need to utilize on the new computer. She will also continue to use the external hard drive to back-up her current files monthly. She will keep the external hard drive stored with her off-site, so that the district will always have access to most of its critical documents in case a fire or other emergency makes access to the office computer impossible. The secretary was directed to take herself and her husband out to dinner at the district’s expense, to thank them for the extra hours they both spent working to get the new computer set up.

President Jacobs asked for any directors’ reports. Director Stapp shared his concerns that the roads are getting bad again (large cracks and potholes) and would like more information about if/when there are any plans being made by the county to do some repairs. The Secretary will send an email to Bill Little to ask about it and will begin drafting a letter to the County Board of Supervisors Representative to request that more attention be paid to improving the condition of the roads in Barstow Heights.

President Jacobs asked the secretary if there were any additional bills to be presented. She indicated that there was one that had just arrived; a bill from Unique Landscaping for $400 (invoice #8906). 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 for Monday, August 28th at 6:00 PM. The meeting adjourned at 7:02 PM.

Submitted by:

Jen Rubio

Secretary/General Manager

Agenda for 8/28 Board Meeting

A G E N D A

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, August 28th, 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 – July 24th, 2017

                             Financial Reports – July of 2017

5.   Correspondence

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

                                                      Pepper Tree Planting (done)

                                                      Bid 02-17 Street Light (solar options?)

                        Venner Park:          Safety Check List

                                 Shade Covers (playground areas of both parks)

                                 Trash Cans (both parks)

7.   Office Building & Compound

8.   Letter received from the San Manuel Band of Mission Indians (review)

9.   New Policy – Best Practices for “Capitalization Thresholds for Capital Assets”

10.  Water Conservation

11.  Safety Review Report

12.  General Manager’s Report

13.  Directors’ Reports

14.  Bills:          Edison - $106.25                     Terminix - $44.00                                

                        City of Barstow - $93.00          Frontier Communications - $89.49    

                        Stewart’s - $100.00                 Merrell Johnson Engineering - $349.50

15.  New Business

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

17.  Adjournment

Road Work Begins Monday 8/28!

Residents and those driving through the Heights,

you may already be aware that Road Work

is set to begin on Monday, August 28th!

We have been informed that the work will be performed on
the County sections of Rimrock Road, H Street, and L Street.

The road work is expected to continue on
through September 26th (and maybe longer).

PLEASE slow down and

be extra cautious while driving

to ensure the safety of others!

You can expect some slowing and delays wherever the
road crews are. Needless to say, it may also be a good idea
to leave earlier than you normally do if you have
somewhere important to be at a set time.

Minutes from 6/19/17 Meeting (approved 7/24/17)

BARSTOW HEIGHTS COMMUNITY SERVICES DISTRICT

REGULAR MEETING

Monday, June 19th, 2017

President Jacobs called the meeting to order at 6:02 PM and the Secretary led the group in the flag salute. All Directors (Jacobs, Schendel, Stapp, and Hayhurst) were present. There was one guest attending, the soon-to-be Director, Gene Low. Mr. Low repeated the “oath of office,” and was sworn in by the Secretary as the newest member of the Board of Directors, as appointed in lieu of election by the County Board of Supervisors. Director Low then took his seat at the table up front alongside the other Directors and was congratulated and welcomed to the Board.

The consent items were reviewed. Director Stapp motioned to accept the minutes of the May 22nd, 2017 meeting, along with the financial reports for May of 2017, as presented. Director Hayhurst seconded the motion. The motion was approved 4-0, with Director Low abstaining from the vote. Director Hayhurst will review and add her signature to the newest reconciliation forms prepared by the accountant.

The correspondence file was offered for review. President Jacobs shared the letter and forms from CSDA regarding its election of new officers. The Board opted not to cast a vote.

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 reported that the ground squirrels are under control.

The Secretary had no new information from Unique Landscaping regarding the pepper tree planting job. The trees had been “on order” for a few weeks and they were still waiting for them to arrive before the job could be scheduled and completed. The Secretary also reported that bid sheets for bid 02-17 (new street lamps) had been mailed out to 14 contractors/potential bidders. All bids are due by noon on Tuesday, 7/18, so the Board will be able to review them at the July 24th regular meeting. Director Hayhurst reported her concern about the growing number of weeds outside and around the office building. The Secretary was directed to hire someone to clean up the weeds to address that problem immediately. Director Stapp then reported his recent discovery that a basketball net at Barstow Heights Park was worn out and in shreds. He volunteered to replace it later during the week, and might also buy a few spare nets, to be ready for the next time one needs replacing.

Venner Park was addressed. The safety check list from the City was reviewed. There were no new safety, or maintenance issues reported, but the list did state that the broken concrete and roots that were reported last month had been demolished and removed, and that 160 square feet of concrete had been re-poured to replace the effected sidewalk. The City is also working with Unique Landcaping to replace some plants and a tree.

Director Stapp had nothing new to report regarding the shade covers since the project will have to wait until the completed plot plan of Venner Park is received. The Secretary was asked if she had any updates from the engineering company. She reported that she hadn’t heard anything from them yet, but had just received a bill (believed to be just a partial bill for the surveying already done). The need for new trash cans, especially at Venner Park, was discussed next. President Jacobs shared the maps/diagrams he had drawn up of both parks so the Board could determine the exact number and locations where they wanted the new trash cans to go. They agreed that each canopy at Venner Park needs at least three new trash cans, and that the three already existing concrete trash cans there should also be removed and replaced. According to the Board’s estimate, the job might include as many as 22 new trash cans total that would need to be purchased and installed at both parks.

The office building and compound were addressed next. There was no new progress on the kitchen renovations as re-estimates are still in the works. Further review of the list of long range plans was postponed again.

The General Manager reported that the accountant had been at the office again that prior week and that all of the financials were once again up to date. Director Hayhurst asked a few questions regarding some numbers in the reconciliation file that she now reviews and signs off on every month, and they discussed that briefly.

President Jacobs asked if there were any Directors’ reports. Director Hayhurst suggested that “water conservation,” be added as an agenda item (perhaps for the September meeting), so the Board can discuss any turf/drought concerns or ideas that might be considered to ensure that the District continues doing all it can to help conserve water.

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 the City of Barstow for $1,400.00 (concrete at Venner Park), and another bill from State Compensation Insurance Fund for $1,215.89 (final 2016 premium). Director Low motioned to pay all of the bills, as presented. Director Schendel seconded the motion. The motion carried unanimously.

There was no new business to address, but a closed executive session was requested to address personnel and the Secretary left the meeting at 6:46 PM.

The Secretary returned at 6:57 PM to discuss her annual employee evaluation with the Board. The meeting then reconvened at 7:01 PM. President Jacobs motioned to increase the General Manager/Secretary’s pay by fifty cents an hour starting July 1st, 2017. Director Hayhurst seconded the motion. The motion carried unanimously.

The next regular meeting was scheduled for Monday, July 24th at 6:00 PM.

The meeting adjourned at 7:05 PM.

Submitted by: 

Jen Rubio

Secretary/General Manager

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

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